Office Manager to the Director of HR & Localization, MENA
Al Futtaim Private Company
Total years of experience :10 years, 5 Months
OFFICE MANAGER TO THE DIRECTOR OF HR & LOCALISATION office - MENA
Summary of My Role as an “Office Manager”:
Assisting the Director of HR & Localisation in:
Complex Travel Arrangements
Calendar, Emails Correspondence & Communications.
Meetings, Events & Conferences
Reports, Memos & Confidential doc.
Team Engagement, appraisals
Act as ER advisor for Emiratis Employees
Day to day office management
Assist in Yearly Budget Exercise.
Creating Reports, Presentations, surveys
For different purposes such as: Budget Reviews, Inductions, Town halls, Projects Progress, Conferences.
Event Management
Such as: National day, Annual Employee Party, Monthly Awards, Team Buildings, workshops, Ramadan Iftar
Admin Assistance to HR Shared Service Teams in 6 Countries:
Acting as the focal point of contact in Dubai for HR Shared Service Teams in Qatar, KSA, Bahrain, Egypt, Lebanon, Kuwait with regard to HR Inquiries, Following up requests & Coordinating and communicating with Center Of Excellence (CoE) & Senior Management in Dubai
• Fulfill the role of high level personal assistant for the Group CFO, including the preparation of correspondences, prepares reports by collecting and analyzing information as required, prepare and edit presentations as required, preparation of business papers and other documents as required, taking notes
• Ensure effective and efficient documentation, reference materials, filing and database management
• Act as a primary point of contact for all employees and external parties
• Receive, direct and relay telephone messages and fax messages
• Providing efficient / effective coordination, planning and supporting daily operational and administrative function including diary management, scheduling of meetings, correspondence, and note taking, answering phone calls, assist with a variety of life management tasks, including arranging travel e.g., travel agent services such as purchasing airline tickets, reserving hotel rooms and rental cars; flyer cards ..etc
• Process and submit all forms required i.e. expense reports, keeping contacts up to date and sending e-mails/making calls on behalf of the Group CFO when out of office.
• Collect the Group CFO signature as required and update him with all the information or inquiries
• Works closely and effectively with most of the board members and the VIP Executives; collect their kind signatures upon the documents required to be signed as per the signatory matrix sheet
• Manage and update organizational charts and distribution lists of Finance Departments in RG Management Companies & its subsidiaries
• Welcomes guests & Board Team members by greeting them; Responsible to ensure best customer service in terms of hospitality - refreshment (including management / board team members)
• Responsible to maintain and control the aesthetic in terms of lighting, A/C, noise/ guest control in and around the meeting room and the Group CFO office; Responsible to ensure cleanliness/readiness of the Group CFO office and the meeting room (with the office boy)
• Organizing and arranging all requirements relating to events / meetings as well as revision/cancellation of the same; Take minutes of meetings and distribute them when necessary; prepare agenda or take minutes of meeting when necessary
• Order and follow up until delivery of office supplies (stationary, toner ..etc) for the Group CFO and finance team; order business cards, etc.; Facilitate the move of equipment and personnel into new space; Liaising with IT outsourced companies on computer set-ups and IT issues: mail account, laptop and other IT equipment as per new hire on boarding form
• Follow up with the HR department when tasks are required i.e. residency visa renewal, medical insurance cards’ renewal …etc
• Order the courier service to pick up the documents and follow up till delivery
• Responsible to distribute/collect/announce any information from RG Management Companies’ different departments/divisions to the finance team
• Arrange for the birthdays or taking care of any event related to the finance team
• Translate documents as required
• Responsible for all personal assistance duties as assigned
• Additional tasks/duties as directed or assigned
Bachelor Degree of commerce - English Section Major Department: Business Administration
