Executive Secretary To General Manager
GHS Middle East FZCO.
Total des années d'expérience :8 years, 8 Mois
- Coordinate and manage the CEO's calendar and proactively organize his time as required using expert judgment and discretion including coordination of private and commercial aircraft movements.
- Manage internal and external communications to ensure flawless scheduling.
- Prepare materials for conference calls and meetings.
- Draft and circulate notes from internal and external meetings.
- Track and submit the CEO's expense reimbursements.
- Maintain confidentiality on all work issues and opportunities.
- Develop an organized and efficient system for managing administration paper work
- Create an accurate and efficient filing system (electronic & manual) which is to be maintained at all times in all office locations.
- Maintain professional proposals / communications with internal colleagues.
- To ensure that any necessary changes in companies / contacts etc. are all updated and communicated as necessary, in a timely manner.
- Liaise with the Executive Assistant on any issues / opportunities and action to be taken as required
- Collecting data on defaulting clients
- Contacting defaulting client about their delayed payments
- Issue notarized Legal Warnings and send them to defaulting clients
- Registering dispute cases against defaulting clients through Dubai court website
- Attend dispute hearing at Dubai court center for cordial settlement of disputes at Dubai courts and negotiate settlement possibilities with opponents.
- Register cases transferred from Dubai court settlement center to commercial court through Dubai court system.
- Submit original case document at Dubai court to complete the case registration
- Perform all case requirements like notifying the opponents, investigating the opponent through government’s entities like Dewa, Department of Foreign affairs, Department of Economic Development and Land departments.
- File Police report on bounced cheques.
- Liaise with our external lawyers about the development of our court cases and coordinate with them to fulfill the requirements of the courts.
- Arrange for the translation of our cases documents and ensuring the quality of translation.
- Attend meetings at offices of experts assigned by the court and present documents and arguments related to our cases.
- Work closely with HR and Compliance department at ITP Media and assist with translation and proofreading of Arabic documents and help in completing procedures required to be done at local government departments
- Submit weekly report to our company’s CFO about the development of our court case and give suggestion for improving the flow work.
1. Ensuring documents are produced quickly and accurately.
2. Managing hard copy filing, e-filing and the archiving and retrieval of documents.
3. Taking responsibility for client care and management, including recording and passing of accurate messages.
4. Monitoring fee earners' Inbox and where appropriate recommends that action is taken (especially when the fee earner is absent).
5. Using electronic diaries to arrange meetings, conference calls, lunches and client contacts.
6. Organizing and prioritizing workload and managing the progress of client matters on behalf of lawyers.
7. Dealing with Financial procedures on behalf of fee earners including file opening, billing, client contact, client procedures and file closing punctually and effectively.
8. Maintaining data within the client contact database, including mailing lists, e-newsletters and client activity.
9. Taking ownership of small events in conjunction with the fee earner.
Booking all fee earners' travel in accordance with firm’s policy.
10. Assisting with the collation of information for use in pitches.
Ensuring correct and efficient use of firm's systems and standard working methods.
11. Taking responsibility for ensuring all work is completed with effective team working where appropriate.
12. Assisting in compiling client specific requirements.
13. Ensuring departmental policies are complied with, including "educating" new fee earners and trainees.
1. Perform tasks as Lawyers first point of contact with people from inside and outside the Firm; provide a high level of client service at all times; project and maintain a positive image.
2. Receive, screen and respond appropriately to telephone calls, inquiries and requests on behalf of assigned Lawyer(s) as directed by them; take accurate messages and follow up as requested by Lawyer in order to ensure client inquiries are dealt with promptly and professionally.
3. Deal with Lawyers incoming email, faxes and post as appropriate.
4. Liaise with clients and other staff in compliance with Lawyer\'s requests.
5. Organize and manage Lawyers schedule, review schedule with Lawyer on a daily basis, make and confirm appointments on their behalf and keep Lawyer informed of daily agenda. Reschedule as requested.
6. Liaise with Administration Coordinator in regards to Lawyers travel and accommodation arrangements.
7. Take dictation for assigned Lawyer, perform typing and transcription of documentation as required.
8. Compose and type letters, memos, correspondence and reports as requested by Lawyer(s).
9. Maintain and update assigned Partners files to deal efficiently with paper flow and organization and storage of paper work, documents and computer-based information.
10. Participate in the billing process.
11. Perform other work related tasks as required.
1. Preparing the daily schedule of legal consultant,
2. Answering phone inquiries and setting appointments with clients,
3. Attending meetings with senior consultants and perform live interpretation from English to Arabic and vice versa.
4. Translate office documents and legal memorandums from English to Arabic and vice versa.
5. Filing court documents electronically
6. Maintain office systems and handling network problems.
7. Typing legal memorandums, letters and notices in English & Arabic.
8. Managing inventory of assets and supplies, monitoring critical level of stocks, sourcing for suppliers and submitting invoices.
9. Coordinating between departments and operating units in resolving day-to-day administrative and operational problems.
10. Scheduling and coordinating meetings, interviews, events and other similar activities.
11. Follow up in delegated assignments.
Translating from English to Arabic and vice versa the training catalogs, syllabuses and materials provided by the head of the trainer.
Preparing power point presentations for the company’s plans of training.
Preparing the teaming agreements between our company and contractors.
Attending to the Lecture halls and training Arenas to provide live interpretation from Arabic to English and vice versa to the trainees and the trainer.
Typing letters on the company’s offers and promotions
Communicating with the company’s partners and fixing deals and contracts through E-mails, Fax and Telephone calls.
Arranging Hotels reservations and accommodations for visiting Lectures, Trainers and Experts.
Mosaic Literary Magazine Editor. September 2007 - February 2008. Selection of quality stories and poems. Proof reading for grammatical errors or typos, Editing and re-writing submitted material for content.
