صبا ظهير

Key Responsibilities & Achievements:

Executive Scheduling & Coordination:
Manage the CEO’s calendar, prioritize engagements, and coordinate cross-functional meetings, conferences, and board sessions with zero conflicts or overlaps.

Budgeting & Cost Optimization:
Support budget planning for CEO office operations and events; monitor expenses, prepare travel and expense reports, and identify opportunities for cost savings—achieving consistent cost optimization without compromising service quality.

Strategic Office Management:
Develop and enforce office policies and procedures aligned with corporate governance and quality standards; streamline workflows to improve response time and task execution.

AI & Digital Tools Integration:
Introduced and leveraged AI-driven productivity tools (e.g., automated scheduling, document templates, transcription software) to reduce manual workload, improve turnaround times, and enhance documentation accuracy.

Process Improvement:
Identify operational inefficiencies in CEO office procedures and implement solutions to enhance effectiveness and service delivery.

Stakeholder Communications:
Draft reports, executive correspondence, meeting minutes, and high-level presentations. Ensure uniformity, confidentiality, and professional standards in all communications.

Travel & Protocol Management:
Handle comprehensive travel arrangements and logistics for the CEO, including international itineraries, protocol coordination, and accommodation—while optimizing vendor contracts for better value.

Meeting Leadership Support:
Attend select meetings with the CEO, document discussions, ensure timely circulation of action points, and follow up on implementation.

Board & Senior Executive Support:
Coordinate board meetings, committee sessions, and high-level events, ensuring seamless logistics and documentation delivery.

Document & Data Management:
Maintain secure digital and physical filing systems for all executive documents; ensure data privacy and compliance with company policies.

Team Oversight & Mentoring:
Train and supervise junior admin staff, ensuring high performance, accountability, and service consistency.

General Administration:
Manage procurement requests (LPOs), internal mail, and day-to-day office logistics; serve as the first point of contact for visitors and VIP guests.

•Liaise with internal departments and external entities including government officials and partners.
•Represent the CEO in internal meetings when delegated.
•Handle travel arrangements, protocol logistics, and confidential correspondence.
•Track key action items and project deliverables for timely execution and reporting.
•Manage the CEO’s day-to-day operations, calendar, and high-level meetings.
•Organize company-wide events, board sessions, and senior leadership engagements.
•Draft executive correspondence, reports, and business presentations.
•Maintain digital and physical filing systems, ensuring document security and compliance.
•Lead administrative coordination, supervise junior staff, and manage internal workflows.

1. Review all the documents before any release and take actions as needed as per set standards
2. Monitor Distribution, Organizing, Filling and archiving of documents as per set standards
3. Monitor the creation and maintenance of logs (incoming, outgoing,
inspection, RFI’s etc.)
4. Creating reports and analyses for Leadership team
5. Providing training on document control as needed
6. Proper tracking, coding, and filing system monitoring
7. Process defining, updating as per lessons learned and training on
DC
8. Performing Internal Audits as per ISO standards

1. Manage the GM's day-to-day schedule and meetings to ensure the absence and/or resolution of conflicts and a proper time management process.
2. Ensures that office operations comply with
3. Plan and coordinate important events/meetings/conferences for the GM
4. Design and implement office policies by establishing standards and procedures, and measuring results.
5. Coordinate and streamline internal and external meetings.
6. Managing travel, transportation, and hotel
7. Answer telephone calls to the GMs office and give appropriate information to callers, screen and route calls; and place outgoing calls.
8. Perform the day-to-day administrative support and maintain updated computerized records of the
department’s activities to ensure a smooth flow of activities and high productivity.
9. Maintain the GMs office’s confidential files and reports.
10. Prepares LPOs in coordination with the relevant departments as requested and when required.
11. Maintain a hard copy and electronic filing system
12. Perform general supportive duties like photocopying, faxing, mailing, and filing.