Executive Assistant
Sharjah Book Authority
Total years of experience :20 years, 5 Months
• Working as Personal & Executive Assistant to the Free Zone Consultant.
• Provided executive administrative & secretarial support to Sharjah Publishing City-Free Zone main office, the team & Free Zone customers.
• Efficient handling of SPCFZ outgoing and incoming mail including drafting of letters, internal memos, emails, etc…, manage documents, screened telephone calls & directed various queries to relevant departments.
• Manage appointments & meetings, kept meetings’ calendar up-to-date.
• Handle employee’s HR related issues such as leaves, attendance, etc…
• Organize an electronic filing system for SPCFZ outgoing mail.
• Greet visitors (High-level officials, VIP guests, overseas dignitaries) and customers and direct them wherever appropriate.
• Keep regular follow up on the action plans & deadlines with all Departments and Consultant for any urgent mail/correspondence that needs his attention.
• Translation: Worked on the translation of SPCFZ legal documents, website, leaflet and many other jobs including the translation of letters and emails.
• Handle arrangement of internal/external meetings and workshops.
• Arrange for book fairs’ preparation (marketing & IT requirements, business cards, badges, visa processing, hotel and flight booking, appointments, transportation) in coordination with SBA & SPC teams.
• Coordinate the team requirements of stationary supplies and general services.
• Arrange IT requirements for newly joined employees.
• Close coordination with all Departments’ Heads in the organization (SPC & SBA) in order to ensure proper communication/instruction is cascaded from Chairman Office.
• Handle the Arabic version of SPCFZ website (translation, design, templates, forms, etc…).
• Weekly Progress Report: Compile the weekly activities of SPC-FZ team in one report.
• Departmental Progress Report: This is similar to the SPC Weekly Progress Report highlighting major projects and tasks handled by SPC job officers. To be submitted to the Chairman office.
• Minutes of Meeting: Draft Minutes of Meeting of SPC Weekly Meeting whenever requested.
• Invoices: Process SPCFZ invoices and follow-up with Finance department about LPOs issuance and payments.
• Budget: Prepare SPCFZ Invoices/Expenditure Cost Centre to monitor the budget total expenditure and balance.
• Attended 2017 Sharjah International Book Fair (SIBF) and 2018 Sharjah Children Reading Festival (SCRF),
and participate in the marketing plan of Sharjah Publishing City-Free Zone.
• Made arrangement for hosting the parties/functions; conference meetings & workshops along with preparation of conference room (video conference, projector & laptop, refreshment, etc.)
• Looked after visitors management duties; arranged car parking, ID office pass, hotel booking. etc.
• Received foreign dignitaries, the principals, clients & organized the meetings & program in honour thereof.
Executive administration and general office duties. Handling preparation of reports and PowerPoint presentations. Perform CEO personal requests. Draft minutes of meeting. Handle correspondences and translation, telephone calls, emails, and improve HR policies and company general practices.
Perform a variety of secretarial and general executive office duties in the assigned management office to ensure the provision of a full and efficient secretarial service.
Collect, compiles information and ensures that all internal mail is correctly completed in accordance with company policy before being authorized by the assigned Manager or SVP.
Coordinates the registration and dispatch of reports & mail.
Make arrangements for conference meetings & workshops along with preparing conference room (Video conference, projector & laptop, refreshment ...), take care of visitors and arrange for them car parking, ID office pass, hotel booking etc….
Help the team in arranging for offshore flight booking, training courses, mission orders, reporting problems to IT Help Desk, and make arrangements for the new recruited personnel.
Assist the team in typing reports and preparing presentations.
Monitor the time sheet processing for the contracted personnel and staff leave plan.
Follow up on the action plans & deadlines with all departments’ heads.
Follow up with the Manager or SVP for any urgent mail/correspondence that needs his attention including pending calls.
Register all incoming mail electronically, draft responses (Memos, letters, telexes, faxes, etc...) and translate correspondences when required.
Provide guidance and expertise to staff in resolving problems or concerns they face at work.
Arrange the department filling system & documentation.
Assist in updating the offshore fields’ pressure data into Finder database.
Personal assistance to SVP or Manager in general issues (Housing, education, HR & IT issues, governmental procedures, etc…).
Perform a variety of secretarial and general executive office duties in the assigned management office to ensure the provision of a full and efficient secretarial service.
Collect, compiles information and ensures that all internal mail is correctly completed in accordance with company policy before being authorized by the assigned Manager or SVP.
Coordinates the registration and dispatch of reports & mail.
Make arrangements for conference meetings & workshops along with preparing conference room (Video conference, projector & laptop, refreshment ...), take care of visitors and arrange for them car parking, ID office pass, hotel booking etc….
Help the team in arranging for offshore flight booking, training courses, mission orders, reporting problems to IT Help Desk, and make arrangements for the new recruited personnel.
Assist the team in typing reports and preparing presentations.
Monitor the time sheet processing for the contracted personnel and staff leave plan.
Follow up on the action plans & deadlines with all departments’ heads.
Follow up with the Manager or SVP for any urgent mail/correspondence that needs his attention including pending calls.
Register all incoming mail electronically, draft responses (Memos, letters, telexes, faxes, etc...) and translate correspondences when required.
Provide guidance and expertise to staff in resolving problems or concerns they face at work.
Arrange the department filling system & documentation.
Assist in updating the offshore fields’ pressure data into Finder database.
Personal assistance to SVP or Manager in general issues (Housing, education, HR & IT issues, governmental procedures, etc…).
Involved in teaching all the fields of English Language: Reading, Grammar structures, writing composition subjects, general discussions & conversations in addition to the stories.
Prepare a clear study plan for the lessons to be implemented every term.
Prepare a weekly study plan to be checked by the school principal.
Set up monthly and term exams.
Involved in teaching all the fields of English Language: Reading, Grammar structures, writing composition subjects, general discussions & conversations in addition to the stories.
Prepare a clear study plan for the lessons to be implemented every term.
Prepare a weekly study plan to be checked by the school principal.
Set up monthly and term exams.
