Office Manager / Executive Assistant
Initiative Abu Dhabi
مجموع سنوات الخبرة :6 years, 5 أشهر
- Organize meeting agendas, materials, and minutes.
- Provide supervision to administrative staff while offering guidance and support.
- Act as informed gatekeeper for customers, suppliers, and team members.
- Write announcements, correspondence, presentations.
- Design documents and presentations.
- Oversee inventory of office supplies, equipment, and organized workspace.
- Resolve facility-related concerns promptly and effectively.
- Formulate and enforce office policies and protocols.
- Establish and sustain streamlined filing and documentation systems.
- Aid in document translation tasks.
- Organize and manage meetings, appointments, and travel arrangements.
- Strategize and orchestrate company events.
- Support budget management and track expenses.
- Collaborate with finance, procurement, warehouse, and other teams.
- Maintain confidentiality of all business, corporate, personnel matters.
Key achievements: implement and oversee a document control system; formulate expense procedures; and provide research support to the HR department.
Executive Assistant for CRO responsibilities:
- Provide administrative support to Chief Research Officer (CRO), and 90 team members.
- Management of complex schedules of the CRO and 20 other leadership directors, and managers.
- Take minutes of meetings, synthesize, and distribute minutes with the tasks follow-up.
- Collaboration with the CEO and His Excellency’s office, coordinate work of other Executive Assistants.
- Follow up with interfacing teams to ensure completion of previously agreed action items.
- Preparation/review of weekly/quarterly/yearly reports and team communications.
- Provide access permissions to the offices in a military zone and Abu Dhabi city.
- Plan, organize, execute, and assist with team activities (staff meeting agendas, all-hands meetings, off-sites, quarterly and annual planning activities, and team social events).
- Orchestrate complex travel schedules, agenda briefings and support up to 40 team members during their international business trips.
- Expense reconciliation and other purchasing support (petty cash, credit card, purchase orders, license renewals, employee’s business travel allowance, travel budget consolidation, etc.).
- Permanent update of employees database, business cards, and website in cooperation with the company’s Marketing Department.
Project Coordinator responsibilities:
- In collaboration with the company Procurement and Finance Departments process, record, control advance and other payments.
- Support and coordinate of the 4 center's projects outside the UAE.
- Support Project Management Office (PMO) on the set up of various Word/Excel/PowerPoint formats templates and trackers.
- Create contracts summaries and contracts control sheet to provide a short description of contracts terms, durations, and payment milestones.
- Document controlling and record: NDA, Confidentiality Letters, Memo; End User Certificates, Statements, Undertakings, Invoice Processing Forms, etc.
Learning & Development responsibilities:
- Support Learning & Development and HR department on the variety of interviews scheduling and support of hiring.
- Consolidate Leaves (Annual Leaves, Business Trips, National Services) in cooperation with the company HR Department.
- Document controlling and record.
- Manage and lead several business trips, on a project basis, with more than 40 UAE nationals and expats.
Key achievements: developed all center’s document templates; created an internal document control structure; prepared guidelines, organized and executed ERP system trainings, project management, and administrative trainings for the 100 employees; coordinated 2 Master’s Degree Programs and 2 On Job Training Programs for 45 the UAE national employees; supervised and coordinated the center's financial transactions.
Executive Assistant for CEO, CSO, and CIO responsibilities:
- Report to the CEO, CSO, and CIO and cooperate with the board members on the company’s behalf.
- Coordinate internal and external relations efforts and two investment healthcare and education projects.
- Cooperate with more than 30 insurance companies, 50 healthcare facilities (clinics, laboratories, pharmacies, drugstores) spans across UAE.
- Cooperate with SGQC to apply and provide ISO 9001 certification for the company’s healthcare facilities.
- Organize, follow up meetings: time, booking meeting rooms, agenda, support documents etc., send relevant communication, correspondences, and minutes after meeting to all related personnel.
- Arrange business travels: book transport, accommodation, visa, keep track of all expiry and renewal of confidential and personal documents, support C-level management on trips.
- Review and prepare materials, presentations, speeches, interviews, and other research.
- Prepare, manage, and track expenses report.
- Deal with correspondence, complaints, and queries.
- Liaise with company staff, suppliers, and clients for gathering relevant information for preparing reports.
Business Development responsibilities:
- Manage more than 200 investors’ database and maintain CRM system.
- Screen potential business opportunities by analyzing market strategies, evaluating options, recommending secure investments.
- Build and maintain relationships with key advisors to promote the company and ensure market competitiveness.
- Strong network of industry key players in the GCC region.
Marketing responsibilities:
- Work closely with the marketing agency team and help facilitate product and asset class-specific marketing materials, including white papers, media article reprints, brochures, flipbooks, market studies, etc.
- Organized and represented the company at events, exhibitions, forums, conferences etc.
- Maintain all-time support / update the website.
Key achievements: Supported Sales Team to achieve sales volume of USD 30 mln by present, promote and drive fundraising process of 2 investment projects in 8 months using solid arguments to existing and prospective investors; increase high networth individuals database by 25%; increased customer retention rate by 15%.
Executive Assistant for local Chairman responsibilities:
- Personal assist the local chairman in the office and outside meetings, trips, company events, exhibitions.
- Arranging travel, visas, and accommodation and traveling to provide general assistance during presentations.
- Maintain office systems, including data management and filing.
- Maintain daily office services by organizing office operations and procedures, controlling correspondence.
- Provide customer service support for more than 40 international companies for their daily business operation.
- Collect payment and generate reports.
Business Relationship / Sales responsibilities:
- Analyze current market trends and competitor information.
- Sell and rent out real estate properties and business center offices.
- Develop customer relationships and had grown client base.
- Cooperate with the German Emirati Joint Council (AHK) on the company’s behalf.
- Organize and represent the company on events, forums, conferences etc.
Key achievements: Registered a new company branch, increased sales by 30% through cooperation with German Emirati Joint Council for Industry & Commerce AHK, proactive advertising, and development of international client relationships; developed a new company website.
1. 2006-2010: Bachelor’s in Economy; National University of Water Management and Nature Resources Use: Enterprise Economy 2. 2010-2012: Master’s in Economy; National University of Water Management and Nature Resources Use: Environmental economics and natural resources 3. 2012 – 2014: Postgraduate student; National University of Water Management and Nature Resources Use: Environmental economy and environmental protection
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