Office Manager
Astrazenca
Total years of experience :22 years, 3 Months
Responsible for cluster scorecard, Act as cluster representative (update & Submit on quarter basis)
• Support in Budget Cycles " RBU 1&2 & TPM "
• Follow up on stakeholders to assure data readiness/ accurateness by submission/ review date
• Overseeing Vendors/ partner contracts, review and confirm on fulfilling relevant SOP before obtaining CP signature
• Ensure operations adhere to global policies and regulations on cluster level
• Handle Internal meetings and events
• Ensure process efficiency and update when needed
• Ensure a smooth and adequate flow of information within the cluster
• Improve cluster performance by Offering high-level strategic counsel, develop new ways to help the team
• Facilitate daily business tasks by implementing new technology, processes that provide a measurable boost in efficiency
• Ensure smooth communication between CP, SMTs & Cairo office team
• Follow up and supervise as hoc mission as requested
• Plan and coordinate administrative process
• Manage and Negotiated third party contracts
• Develops budget recommendations for operating expenditures
• Monitor costs and expenses and handle admin. Budget
• Ensure operations adhere to global policies and regulations
• Manage governmental affairs in coordination with MEA office
• Oversee facilities services, maintenance activities
• Monitor inventory of office supplies and the purchasing of new material with attention to budgetary constraints
• Handling Internal meetings and events preparation.
• In charge of representing the company in all economic and financial discussions / disputes with senior-levels governmental representatives from external official and Governmental entities, including telecom regulator, national security authorities, ITIDA, ECA with the objective of maximizing the company gains and challenging its financial obligations
• Managing financial relations with NTRA, including all financial obligations, annual payments, regular reports required by different licenses
• Managing funds related to universal services, including all responsibilities related to responding to universal services tenders, such as submitting documents and interfacing with other departments such as Technology and Finance
• Managing the reports and presentations for both corporate and governmental bodies such as Orange Steercos, Orange business committees, the NTRA and other policy-making authorities and organizations, as appropriate
• In charge of the relationship with Egyptian Competition Authority, including filing complaints against anti-competitive conducts and defending the company position, supported by economic studies
• Provide Economic support to other functions with studies related to global trends in interconnections and costing.
• Contribute in translating the set plans into budget impacts when applicable
• Plan and create detailed project plan for projects with input from identified stakeholders
• Manage projects related to new regulations by submission timelines, deliverables, process to support overall Regulatory Affairs operations
• Initiate and lead discussions to facilitate the refinement of the project scope, goals, and deliverables to meet the regulator requirement
• Manage a full scale project plan with tasks through collaboration with functional representatives
• Facilitate project discussions to ensure progress and identify appropriate team actions and risks
• Ensure project tasks are completed and necessary action plans are executed on to ensure progress and manage risks
• Ensure meeting project objectives through management of scheduling / solving conflicts
• Identify emerging issues and Resolve project issues through collaboration with the team and escalation to the Regulator ( NTRA ) leadership team as appropriate
• Monitor project deliverables through appropriate tools and framework
•Manages the day-to-day administrative affairs of the CEO’s office, scheduling all appointments, conferences and speaking engagements and other commitments; handles changes or cancellations as deemed necessary and/or appropriate. Provides the CEO with background information, meeting summaries and/or supporting documents in preparation for scheduled appointments, meeting, and speaking engagements; coordinates with other departments as necessary for speeches and communications for preparation of specific engagements and maintains and tracks detailed priority list of projects and engagements.
questions and meeting requests directed to the CEO
•Publishing the corporate newsletter by gathering information; preparing and editing articles; designing graphic presentation; producing and distributing.
•Helps key executives make consistent decisions by advising them of historical precedents; serving as liaison between them and the CEO
•Arranges corporate travel and meetings by developing itineraries and agendas; scheduling the corporate travel booking other transportation; arranging lodging and meeting accommodations.
•Completes projects and special assignments by establishing objectives; determining priorities; managing time; gaining cooperation of others; monitoring progress; problem-solving; making adjustments to plans.
•Improves quality results by studying, evaluating, and re-designing processes; implementing changes.
•Screens incoming calls to the CEO, determining nature of call, takes messages and maintains contact lists, and whenever possible responds to caller directly based on knowledge of CEO’s preferences, office functions, policy, priorities and availability or makes sure the caller receives appropriate transfer to another department;
•Processes all incoming correspondence received, prioritizing and determining its disposition. Directs mail to appropriate internal staff with instructions and/or suggestions for preparation of a reply. Determines which correspondence can be handled by self and takes initiative in drafting responses for the CEO’s signature based on knowledge of his activities, interests, priorities, and issues. Follows same procedures for electronic mail;
•Reviews, proofreads, and formats all correspondence prepared for the CEO’s signature to ensure accuracy and completeness, as well as consistency with the association’s policy standards and exercises good judgment in following up with staff to ensure deadlines are met on documents requiring the CEO’s signature;
•Handles confidential and sensitive information with poise, tact, and diplomacy;
•Produces meeting summaries and maintains and tracks CEO’s priority lists of projects and other board memberships and responsibilities;
•Handles all business finances, reconciles credit card statements and manages all expense reports in a timely manner;
•Works independently and within a team on special and ongoing projects when necessary;
•Photocopies, scans and faxes information as needed or requested;
•Maintains files used by the CEO and association on an ongoing basis, modifying when necessary; applying association rules pertaining to retention and disposition;
•Arranges, in conjunction with other departments, special events sponsored by the president to include invitations, site selection and related details;
•Prepares annual business plan document and quarterly business plan reports. Assists with development of departmental budget;
•Chair meetings of association executive assistants. Mentor new executive assistants and other new staff. Liaison with other departmental executive assistants for communication, fostering of good working relationships, problem solving, information sharing. Work with executive assistants to develop and maintain APTA’s correspondence guidelines and advise all support staff on proper correspondence processes and procedures;
•Organizes and manages the day-to-day running of the manager's affairs to ensure the provision
of high-quality support.
• Manages the schedules to enhance effective time management and coordinates activities,
prioritizes appointments and reschedules where necessary.
•Manages, prioritizes, screens and monitors correspondence, including calls, emails,
post, and fax to ensure they are dealt with appropriately.
•Collects and researches information on assigned matters.
• Produces reports and statistical analyses as per request.
•Ensures that documentation is correctly filed, maintains an efficient filing system.
• Ensures that relevant information is gathered and prepared to brief the manager for meetings, trips, and events.
•Works with internal and external contacts at all levels to fulfill the above duties.
• Manage travel branch ( ticketing, outbound packages, corporate events in & outbound )
• Responsible for Corporate and MICE
• Follow up on customer’s statement & collection Procedures
• Negotiate market needs with sales teams, hotels, abroad agencies
• Develop contacts for both suppliers and costumers
• Negotiate favorable group contracts rates, terms and conditions
• Managing budgets and maintaining statistical/financial records;& BSP
• Selling travel products and tour packages;
• Sourcing products and destinations to meet consumer demands for bespoke travel and sustainable tourism;
• Taking part in familiarization visits to new destinations to gather information on issues and amenities of interest to consumers;
• Liaising with travel partners, including airlines and hotels, to manage bookings and schedules, often one year in advance;
• Dealing with customer enquiries and aiming to meet their expectations;
• Overseeing the smooth, efficient running of the business.
• Constantly motivating the sales team to hit their targets and ensure company profitability;
• Meeting regularly with team leaders to give them sales figures and plan how they approach their work;
• Meeting company directors who advise on strategy and finding out about any local issues and future trends;
• Overseeing the recruitment, selection and retention of staff as well as payroll matters and staff training;
• Organizing incentives, bonus schemes and competitions;
• Communicating with sales consultants and providing encouragement, help and advice;
• Dealing with disciplinary matters and customer complaints
• Arrange Tickets & Hotel reservation worldwide.
• Organize Conferences, Symposiums worldwide.
• Organize incentive travel inside & outside Egypt
• Follow up on customer’s statement & collection Procedures
• Liaise with the sales support and production teams to give feed back new market opportunities.
• Look for potential business opportunities.
• Day to day contact with corporate accounts to ensure the maximum customer satisfaction.
• Negotiate customer needs
• Develop contacts and take briefs for new business needs
• Identifying event logistics and negotiating contracts.
• Prepare detailed event reports, including sales data worksheets, cost projections and other financial metrics
• Establishes work priorities, structures tasks
• Existing customers’ sales management
• Supervises local permanent and temporary office staff
• Communicate customers concerns and feedback to concerned parties.
• Suggest new tools, programs and offers for customers retention
• Prepares reports in response to company requests for information
• Handle banking, accounting and payroll; monitors budget
• Management of incoming and outgoing mails.
• Work on automating manual work processes to optimize resources and ensure highest accuracy
• Resolve problems and obstacles by initiating actions to ensure goals can be achieved
• Increase customers understanding of products and services
• Supports company at exhibitions
•Preparing price Quotation for Clients.
•Handling VIP Accounts throughout from A to Z.
•Preparing chairman Agenda.
•Compiles information on meeting topics and participants
•Attends meetings and takes responsibility for follow up on action items
•Ensures office runs efficiently and smoothly
•Handles banking, accounting and payroll; monitors budget
•Management of telephone calls and management of incoming and outgoing mail.
•Handling Other Secretarial Duties
•Responsible of preparing Sales Invoices.
•Preparing the market plan on monthly Basis.
•Preparing price Quotation for Clients.
•Preparing G.M Agenda.
•Handling Other Secretarial Duties.