Personal Assistant To CEO
Egyptian Ship repairs and building company
مجموع سنوات الخبرة :14 years, 7 أشهر
• Managing internal and external correspondences on behalf of senior management. Take accurate and comprehensive notes at meetings
• Supervise departments to assure proper procedures, deadlines, and workflow.
• Reporting office progress to senior management and working with them to improve office operations and procedures.
• Lead the full recruitment life cycle, from sourcing strategies, talent recruitment, and acquisition to interview preparation, offer negotiation, and on-boarding.
• Initiated contracting directly with external suppliers, eliminating purchasing through agents that saved over 20% of total costs.
• Assist GM in daily tasks.
• Overseeing general office operation.
• Attend meetings and take minutes of meetings.
• Responsible for office supplies and equipment and maintaining proper stock level.
• Direct, monitor, and coaching staff and delegate assignments to ensure maximum productivity.
• Coordinate between the head office in KSA and office in Egypt.
• Arranging travels, visas, and accommodations for the GM.
• Maintaining office system.
• Handling petty cash. I succeeded in reducing the monthly expenses by 20%.
• Create presentations and produce management-level reports.
Manage the office boys, housekeeping, drivers teams, and maintain a friendly environment.
• Direct and monitor the main branch in Alexandria and Cairo branch, and prepare a daily report to the CEO.
• Devising and maintaining office systems, including data management and filing.
• Organizing and maintaining diaries and making appointments.
• improved, and managed system to handle clients
• Producing documents, briefing papers, reports, and presentations.
• Organizing and attending meetings and ensuring the manager is well prepared for meetings;
• Arranging travels, visas, and accommodation for the CEO.
• Prepare system that increased the contracts collection by 30%.
• Responsible for the HR outsource services provided to multinational companies. Enhanced the clients' satisfaction by promptly replying to their inquiries and preparing accurate reports.
• Calculating payroll, insurance, and tax obligations for the clients (Multinational companies).
• Handling clients’ inquiries regarding labor office.
• Preparing labor contracts.
• Receive no complaints during my tenure.
• Help clients in the recruitment process.
Playing the main role in forming the company by preparing and arranging all required documents with head office in Dubai and Fathalla & Co. office.
• Coordinate between head office in Dubai and office in Egypt for all daily tasks and giving all needed support to management and staff.
• Supervising and monitoring the work and delegating assignments to staff.
• Reporting daily operation work to GM.
• Schedule meetings and appointments for GM, attending meetings, preparing meeting agenda and taking minutes of meeting.
• Update and maintain office policies as necessary.
• Preparing Monthly attendance report.
• Managing office budget and handling petty cash.
• Quoting and invoicing head office in Dubai for services performed.
• Posting financial transactions.
• Coordinate with the agents to obtain the required permits to enter the ports/vessels to perform the daily tasks.
• Arranging visas, booking tickets and ccommodation for Engineers.
• Prepare forms as necessary (leave, settlement, arrival, clearance, claims...etc.).
• Keeping personnel records up to date, helping in recruiting staff and arranging interviews.
• Dealing with correspondences, complaints and queries.
• Furnishing the office and procuring office equipment and supplies.
Handling the Administration / Operational works for the shopping mall on daily basis.
• Directly report to Operations Manager for day to day Operations Issues.
• Work closely with other departments like: HR, Leasing departments, accounts and Marketing.
• Responsible for quoting and invoicing the tenants for the maintenance works required to be done at their units: shops/offices/Apartments.
• Receive shops water and electricity consumption readings and prepare utility invoices accordingly. Prepare monthly utility report to present to account department.
• Responsible for collecting the payments from tenants and prepare the Maintenance monthly income report and present to related Managers and account Departments.
• Handling All Operations Contracts and assist Operations Manager to revaluate the contracts values periodically for cost savings.
• Preparing all Arabic Official correspondences to external departments like Police, Civil defense,
Municipality, RTA and other government agencies for Operations and Security needs and requirement
(Removal of unauthorized vehicle from car park, Road closure request when required, NOC for shops night work permit......etc).
• Translate all required documents, Arabic to English and English to Arabic.
• Monitoring the staff attendance and making monthly attendance report then present to account
department. Reports also including manpower status (Hiring, Termination, resignation).
• Responsible for making the Monthly overtime report and present to account department.
• Coordinate and organize with HR department for staff accommodation, Labour cards, passports,
and contracts.
• Prepare forms as necessary (annual leave, settlement, passport release, arrival, clearance, claims...etc.).
• Responsible for arranging the staff uniform, name tag, ID and safety shoes.
• Handling all staff issues, (Labour cards, passport, contracts, and annual leave).
• Preparing forms as necessary (Leave, resumption, settlement, passport release...).
• Assigned in arranging travel/follow up of Air ticket for every employee.
• Preparing monthly overtime report and present to account.
• Monitoring and making daily and monthly attendance report of head office/site staff.
• Directly report to General Manager.
• Monitoring the main branch restaurant daily activity.
• Follow up and monitoring other branches.
• Assist General Manager and update him for daily operational works.
• Handling staff issues (uniform, daily attendance, overtime).
• Prepare daily and monthly expense and Income report and present to account.