ريما جهاد

Managing CEO Office

Administered calendar of appointments to keep record of daily appointment. Supervised line manager to perform regular business operations smoothly and manage employees. Scheduled effective meetings, appointments, and conferences for Senior Advisor within and outside UAE.
Steered all aspect of clerical task, such as drafting correspondence report, presentations, letters, and documents. Promptly responded to phone calls, noted down important messages for CEO, and forwarded information. Fulfilled requirements of top management by timely responding to their queries, issues and concerns. Dealt with all CEO office matters & maintained high levels of confidentiality; reported all incidents to line manager.
Key Accomplishments:
• Accomplished the duties of Executive Office Manager in the absence of Line Manager and assist the Deputy CEO while his EA is away.
• Managed travel arrangement for CEO by developing itineraries, booking transportation/accommodations, and arranging lodging.
• Carried out all assigned tasks to meet 100% satisfaction of stakeholders, which resulting in accomplishing duties and tasks with no complaints or concerns from them.
• Achieved common goals of CEO office by adhering to strategic plan, which devised and executed by line manager.

Developed and utilized database to track expiry date of employee’s passports, visa, emirates ID, and labour cards. Answered incoming emails, faxes, and post, as well as corresponded on behalf of the Managing Director. Formulated presentations and presented to diverse audience to deliver ideas. Provided translating services and interpreted from English to Arabic and vice versa. Efficiently received and checked all deliveries from courier and suppliers. Approached PRO to gain information on all visa statuses and trade license renewals. Conducted primary interview sessions for new staff before recommending to Manager. Crafted several offer letters, salary certificates, increment letters, and warnings letters. Oversaw schedules of shops and monitored staff attendances, sick leaves, as well as sustained leave’s plan.
Key Accomplishments:
• Managed and coordinated MD’s calendar, ensure that all parties informed regarding schedule, business meetings, and required documents.
• Oversaw all outgoing shipments process and formulated necessary documents, containing commercial invoice, packing list for local deliveries, and applying for certificate of origin for international shipments.
• Sustained daily books of accounts and daily journals, comprising of cash and bank book, petty cash register, and utilized ICG software to enter bookkeeping records and encode purchase orders.
• Maintained database with information of all employees about passport, visa, and labor card validity details.

Utilized bilingual proficiency and translated several documents from Arabic to English and vice versa as requested by HR/Admin department. Interfaced with PR Services Company and processed visa, labor cards new applications, renewals, and cancellations forms for employees. Updated HR files on regular basis to ensure all paperwork secure in respective place for easy retrieval. Contributed towards preparing confidential documents for bids and submitted documents with time limit.
Key Accomplishments:
• Administered Abu Dhabi office in the absence of office manager and earned promotion to office manager after her resignation.
• Kept database updated by maintaining information regarding passports, visas, labor cards, and JAFZA passes validity details for employees under Abu Dhabi sponsorship.
• Accomplished process of travel cards by managing offshore and onshore security passes for ZADCO/ADMA and ADCO sites, as well as arranged booking for medical tests.

Administered project files for further use and supported the ME sales manager. Resolved general matters of payments for Middle East LLC with the consultation of UK Finance department. Issued health cards and transfer of employee wages by utilizing WPS. Managed travel arrangements for GM, such as flight booking, hotel reservation, and registering ESRT representatives for various conferences and events. Delivered first point of assistance and oversaw general office management to manage budgets, schedule repair work, coordinate office purchases, create financial spreadsheets, and collaborate with department heads.
Key Accomplishments:
• Sustained Middle East LLC cash book regarding receipts and payments and predicted forecast for LLC account, daily journal, and bank book, as well as formulated comprehensive report and submitted to UK HQ.
• Carried out PRO duties, comprising of renewing company trade license, managing UAE residence visas, arranging visit visas and mission visas for ESRT employees.

Professionally sustained daily books of accounts and journals, comprising of cash book, bank book, and petty cash register. Interfaced with clients for receivables, formulated invoices, collected reports, as well as performed activities of outstanding payments and reconciliation of accounts under debt.
Key Accomplishments:
• Smoothed operations by preparing payroll, bank reconciliation statements, and monitoring cash flow statements.