Office Manager to the Chairman
Saleh Al Hamad Al Mana Group
Total years of experience :25 years, 5 Months
Manages and maintains the Chairman’s calendar and emails and supervise a PA and Executive Assistant on the Chairman’s executive floor
Manages and executes accurately and professionally the personal requests coming from his residences, domestic staff and family members
Filters emails, highlights urgent correspondence and details and prints attachments and present them to the Chairman in a manner that allows him the appropriate time to follow up or take necessary actions
Ensures that the Chairman’s calendar commitments, meetings and travel arrangements, are managed effectively
Presents a daily folder (as part of his protocol on the executive floor) of documents to be signed and/or reviewed, informs, advises and collects information and details to help troubleshoot issues or matter of concern that are presented to the Chairman
weekly overview and forecast of the Chairman’s weekly calendar is presented to him
Schedules on behalf of the Chairman meetings between his GM’s, direct reports and the committees as well as external high level executives and senior government officials
Filters general information, queries, phone calls, and invitations by directing or redirecting to the appropriate persons or departments
Manages the process of calling for briefing on behalf of the Chairman from start to finish ensuring that he is fully informed, and prepared and briefed on all matters of engagements
Maintains and keep an accurate record of papers and electronic correspondence on behalf of the Chairman
Drafts and prepares correspondence on behalf of the Chairman
Takes and maintains meeting minutes as required and follow up on the follow up issues
Ensures a professional and positive image and impression received by his guests, external and internal clients as soon as they get into his executive floor
Provides and accommodates assistance to the Chairman that is in line with his work habits and preferences
• Provide administrative support to Director of Operations
• Type, format and prepare project documents (including proposals, specifications, reports, contracts, letters, construction review reports, etc.)
• Assist in the administration of contract-based documentation such as addenda, bids requests, certificates for payment, change orders, and certificates of substantial performance
• Document control and project coordination/scheduling
• Provide administrative support to project team members on miscellaneous items such as, scheduling, coordinating travel arrangements, and responding to client inquiries
• Maintain and update master documents and templates in Word, Excel, PowerPoint
• Operate within time constraints and standard documentation practices
• Make contributions to knowledge management and quality control practices
• Attention to Detail: Quality control is a large part of a facilities manager's job. Making sure cleaning, upkeep and safety standards are maintained, or deficiencies are discovered, is key.
• Manage office security, including access cards
• Manage building health and safety, (H&S) and evacuation procedures
• Perform additional support duties as required by the Director
Manage daily protocol of the CEO’s office workflow and meetings with internal staff and external clients
Supervise a staff of 5/CEO’s secretarial office
Provide translation/interpretation to CEO from/to English - Arabic in conferences, social events and different materials
Provide administrative support to CEO’s Office including arranging complex travel itineraries in different time zones, accommodation, appointments etc.
Prepare reports, agendas and compose correspondence and memoranda in both English & Arabic
Periodical maintenance to the CEO’s Data base, calendar, and internal and external email filtration
Prepare monthly report for the CEO on all of the long and short term tasks he assigned
Prepare the CEO’s presentation for the weekly management meeting of all heads of departments
Closely involved in handling HR issues for newly hired Sr. directors and C level staff members from their signing of their contracts, business visas until they are completely on-board
Dealing a lot with Diwan Amiri, and many government officials and personnel’s in different ministries
PA Consulting Firm, (Export/Import and HR Placement Recruiting Firm)
Washington DC Office
Day to Day Operation: Eliminate agency spend by utilizing direct sourcing techniques to build a candidate pipeline for onsite positions.
Manage client expectations - provide guidance to line management and set mutually agreed upon expectations regarding the full life cycle recruiting process.
Strive to increase diverse representation in candidate pools and interview slates.
Conduct phone screen interviews for any site positions as requested by recruiters.
Utilize interview techniques that identify high-potential candidates by applying specific behavioral and situational competency-based, appropriate fit questions for the department.
Reaffirm his office’s operations values, culture, and opportunities when communicating the offer package to candidates (including compensation, health & welfare benefits, and relocation benefits).
Enter data into system, ensuring the integrity and timeliness of data entered. Excellent knowledge of ADP
Business Skills and Knowledge:
Complete understanding of the various steps in the recruitment process, highly flexible and motivated, ability to work, independently as well as in a team setting, strong problem solving skills, high ability to manage recruiting projects, excellent multi-tasker and can work well under pressure and under tight deadlines, proven organizational, interpersonal and communication skills, as well as sensitivity for handling confidential information, also ability to manage relationships, ability to handle multiple priorities simultaneously
ROCKWELL COLLINS,
Washington DC Office, Rosslyn, VA
Sr. Executive Assistant
Government Operations
Support A senior (Level One) executive plus 2 more Executives at a more senior level of responsibility and discretion
Type and assemble data (i.e. tables, charts, reports, and memorandums) from verbal or written instruction; applies basic knowledge of equipment capabilities to plan details of formatting, spacing and page lay out
Proofread typed data ensuring proper spelling, punctuation, and grammar usage; may perform minor document revisions to ensure clarity
Compose letters, memorandums, and recurring reports without dictation, for appropriate signatures
Compile data from numerous sources and produces summary reports as required under general direction
May involve mathematical calculations and tabulations in accordance with established methods
Establish, maintains and revises departmental files and readily identifiable control files for matters in progress
Receive and prioritizes telephone calls, business visitors, and incoming mail; routes mail and inquiries to proper personnel
Interface with departmental personnel concerning routine reporting and exchange of information requiring minimal interpretation to proper personnel
Maintain calendars, schedule appointments, arrange departmental meetings/conferences, and attend meetings to take notes
Transcribe recorded dictation for memorandums, correspondence, and reports as required
Coordinate travel for departmental personnel
May track and maintain departmental budgets and assist management in determining budget requirements
May prepare materials for departmental meetings
Interface with personnel from numerous Rockwell departments and possible external contacts to exchange information requiring limited interpretation or discussion
Provide translation/interpretation to PGM from/to English - Arabic
Provide administrative support to PGM’s Office including arranging travel, accommodation, appointments etc.
Prepare reports, agendas and compose correspondence and memoranda
Supervise 2 Executive Assistants and a Secretary at the PGM’s Office.
Periodical maintenance to PGM’s Data base, calendar, and internal and external email filtration
Prepare monthly report for the GMP on all of the long and short term tasks he assigned
Fully responsible for the monthly newsletter of the company and supervising the working team
Responsible for all Public Relations work of his office including meeting top clients, and Sheikhs, and dealing with graphic design companies
Arrange special and personal events for the GMP local and international
Provide English/Arabic - Arabic/English translation and interpretation. Support when necessary
Excellent grammar and proofreading skills; excellent oral and written communication, and follow up skills
Project planning, research and analysis and accomplishment of various tasks, Excellent Organizational Skills
Responsible for updating company’s current website
Responsible for the company’s new website (from its design, copywriting, soft launch and final launch)
Responsible for designing the company’s monthly newsletter
Responsible for designing any publication of the company, i.e.: (Company’s quarterly profile, logos, business cards, greeting cards, letterheads designs)
Follow up on internal and external complaints by internal customers and/or eternal clients assuring top quality service
Any other tasks assigned by upper management
Scheduling meetings and off-site events that often require the use of catering services Excellent grammar and proofreading skills; excellent oral and written communication skills include screening all phone calls, making travel arrangements (international experience), scheduling meetings, maintaining busy calendar, taking and preparing minutes, and preparing presentations for high-level business meetings
Assist in Completing, processing and tracking Travel and Expense forms, as well as a number of other projects
Ensuring the preparation of various reports including Power Point presentations and Excel spreadsheets; Sorting and prioritizing incoming and outgoing mail
Taking minutes for meetings as well as International conference
Ability to learn new technical concepts and use them in day-to-day activities
Project planning and accomplishment of various tasks, Excellent Organizational Skill Ability to adapt to change, receptive to new ideas and situations, ability to communicate effectively with all levels, internally and externally
Conducting interviews and helping out with HR issues
Register guests into the computer, verifying reservation, address, and credit information
Accept payment for guests’ accounts both at the time of registration and at check out
Assist in development of occupancy, revenue, payroll and staffing forecasts
Monitor and implement departmental operating procedures
Assist in hiring, developing, counseling, evaluating and disciplining staff in accordance with hotel policies and procedures
Train and develop all Front Office staff in sales, technical and operational procedures
Respond in courteous, professional and rapid manner in order to resolve all guest and staff difficulties
Executive Administrative Assistant/4 Managing Directors
HSBC BANK (USA) and HSBC Securities (USA) Inc.,
Periodically supporting the Treasurer of HSBC Bank, USA and acting as an immediate back-up for his Executive Assistant
Prepare reports, agendas and compose correspondence and memoranda
Create and maintain files and records for the 4 Managing Directors’ staff members
Prepare and process T&Es for Executive officers and traders
Create and maintain automated requisitions for Palm Pilots, Cell phones for Executives and Traders
Interacting with Recruiters for traders and Executives from their interviews all through the hiring process
Coordinate cocktail parties and receptions for high level executives
Assisted 25 brokers & traders on the trading floor daily
Create and maintain automated requisitions for Palm Pilots, Cell phones for Executives and Traders
Support 3 analysts in the IB Division, Technology/communications Department
Handle incoming calls in an efficient and professional manner. Display insight, discretion and good judgment when dealing with clients
Arrange domestic and international travel plans for bankers (and occasionally clients), make necessary changes during travel, and any other travel related support/follow up required
Research, file and compile materials and data by accessing the Internet and other databases/resources available to the IB department
Maintain calendar, coordinate/schedule meetings, client events, conference calls, conference schedules etc…
Work with other assistants and handle phone coverage for all bankers seated near by or within site of desk
Create and maintain clients’ information on Siebel
Supporting 5 bankers: a Senior Vice President, Vice President and 3 associates on a daily basis
Liaison between my bankers and high profile clients
Scheduling and booking travel arrangements including cars, hotels and paying careful attention to detailed complex itineraries
Scheduling conference meetings, conference calls, latitude calls and scheduling interviews for newly hired analysts
Preparing (TEMS) Time Expense Management Report including car and taxi vouchers, cash advances, petty cash, out of pockets and cash balances for Executives
Performing all administrative duties as requested by the management
Managed internal customers reports and prepare reports and investigated income related inquiries using MS Excel, Fox Pro “C&V” Database Systems, Access Globe * Net
Processed data entry for income related trades and performed a daily download on C&V systems
Assisted in various administrative and secretarial duties in the Global Income Department i.e: scheduling travel arrangements, processing expense reports, taking minutes for meetings, arranging conference calls, and handling meeting calendar schedules and personal banker’s calendars
Rockwell Collins University, Virginia, USA Multiple courses in: Document Creation and Retention, Workplace Violence Prevention Program, Advanced Business Writing: Part 1, Ethics Refresher FY09, Export and Import Compliance, Handling Proprietary Information, Knowledge Worker File Share Training, Legal Compliance General Awareness I, Legal Compliance General Awareness II, New Hire Ethics Training, Understanding Diversity and Inclusion, Workplace Violence Prevention Program
New York Institute of Finance (Intensive Courses in Back Office Operations) Global Securities, Custody, Settlement and Clearance, Parts: I, II, and III