Office Manager
Majid Al Futtaim
Total years of experience :17 years, 10 Months
The primary responsibility of my profile is to lead and manage office operations, including budget management, vendor relations, facilities management, and administrative support. Additionally, I provide specialized project-based support to Firm CEOs and project teams as needed, and maintain a working knowledge of the Firm's industry and service practices. As the leader of the Corporate Communication Office team, I am proactive in solving office problems and maintaining good relationships with other corporate departments.
As a General Executive Assistant, I coordinate CEO business calendars, manage travel requests and expenses, attend meetings and record minutes, and assist with client research. I build professional relationships with clients, organizations, and committees, and produce accurate and timely documents and correspondence. I have excellent verbal and written communication skills, can develop and maintain positive relationships with stakeholders, and collaborate effectively in a team environment.
In terms of Office Services, I direct all activities including mail services, reception, conference services, catering, and clerical support. I also coordinate facilities management functions and logistics for office social and training events. Additionally, I am responsible for maintaining a monthly budget and developing appropriate procedures for cost-effective and controlled purchasing.
In Office Administration, I provide general office support, coordinate procurement of office supplies and IT support, and attend and participate in administrative team meetings and events. I also promote and help coordinate firm-building activities and events, and may oversee/direct clerical and temporary help as needed.
Provide full administrative and project-based support for Firm Partners, Principals, and projects teams as required as
well as undertaking administrative functions to ensure that their operational, project-based, and business development
requirements are carried out effectively and efficiently. Responsibilities include:
Partner / Principal Support:
Acting as a liaison and first point of contact with internal and external customers, vendors, and team members,
interacting with them in a professional and timely manner
Drafting excellently written communications, reports, presentations, and spreadsheets of a standard to be
communicated company-wide or with top clients
Effectively managing and utilizing the CRM system and assisting with business development by establishing
appropriate relationships with client contacts.
Conducting research and generating reports by collecting data from various tools
Reviewing, filtering, and responding to incoming and outgoing correspondence, emails, and calls appropriately
Reviewing daily news feeds, articles, and security updates and relate to consultants or practice areas as
appropriate
Managing professional calendar(s) by coordinating appointments, preparing meeting agendas, taking meeting
minutes, booking conference rooms, catering, and other logistics when planning bigger events
Managing, submitting, and reconciling time reports, expenses, credit card statements, and payments
Arranging extensive travel requests, often changing at the last minute for multiple Firm Partners & Principals
Assisting with onboarding of new Partners and Principals, liaising with other departments as required; ensuring the
new Partner/Principal is included in the practice area communications and calls. Draft and coordinate internal and
external announcements
Supporting with performance management processes: entering EPE (engagement performance evaluation)
feedback into an online system; providing administrative support on career roadmaps; coordinating with
consultants’ mentees; supporting special selection committees review package, scheduling, and logistics
Project Support:
Reviewing, formatting, proofreading, and preparing documents and presentations, adhering to A.T.
Kearney’s standards
Coordinating project set-up for new engagements: communicating the team SharePoint site, managing
permissions, and ensuring all is in order on the client site (security/ID badges, printer access, etc.)
Understanding and compiling financial documents necessary to open a job, leveraging WIP tracking, and
managing client invoicing and payment processing where applicable
Supporting proposal efforts by conducting research (to create board member maps) and providing up-to-date
Firm data
Providing general administrative support (printing, submission of RFPs, set-up Outlook calendar to track vacation,
training, and other activities, establishing Outlook distribution lists)
Firm Building Support:
• Understanding and keeping up to date with the business organization structure, policies, goals, and objectives
• Involved in practice area initiatives, preparing meeting agendas, coordinating with speakers, preparing summary
pipeline slides and additional charts or research as required
• Maintaining professional and technical knowledge by attending educational workshops; reviewing professional
publications; establishing personal networks; participating in professional societies
• Awareness of (and participation where appropriate) office events, recruiting, alumni outreach, social and
charitable events, and other activities
At Concierge Master, a regional concierge services startup, I provided support for the company's business development activities, which included the following responsibilities:
Creating marketing and communication materials using Microsoft Word and PowerPoint to assist in acquiring new clients.
Managing the schedules of both seniors and myself using Microsoft Outlook to coordinate client meetings aimed at providing excellent service and timely advice, while also building relationships.
Organizing and executing advertising campaigns to boost customer acquisition by 10% to date.
Designing customized concierge service packages for both individual clients and corporations, which included airfare, transportation, and accommodation.
Developing long-term commercial relationships and negotiating favorable rates with hotels, car rental companies, and airlines to secure a 5% increase in margin.
Preparing financial analysis and spreadsheets using Microsoft Excel for invoices, debit notes, credit notes, proformas, and internal invoices.
As an office and customer relations manager, reported directly to the company's owners and was responsible for:
Supporting customer acquisition efforts by presenting proposals for new customers using Microsoft Word, processing orders, and ensuring customer satisfaction
Administering and managing customer-related issues, such as addressing complaints, advising on corrective actions, and escalating critical issues to senior management
Preparing weekly management update reports on business status and customers' concerns, as well as mitigation actions and their corresponding status, using Microsoft Excel
Handling all office management-related duties, including sourcing supplies, providing utilities, and supervising an office assistant
Managing the business owners' schedules using Microsoft Outlook to coordinate client meetings and handle logistics for business trips.
Worked with the creative team on planning and executing events. Responsibilities included:
• Preparing and presenting events proposals for senior clients and stakeholders that resulted in the acquisition of a major new account: Exxon Mobil
• Scoping, planning and budgeting event plans for several client accounts
• Assisting in developing and maintaining client relations for potential future sales
As a holder of the Project Management Professional (PMP) Diploma, I possess a comprehensive understanding of project management principles and best practices. The program equipped me with the skills and knowledge needed to manage projects of various sizes and complexities, from initiation to closure. During the program, I gained experience in key project management areas such as project charters, stakeholder analysis, project scheduling, cost estimation, risk management, and quality control. Additionally, the program provided me with modules on leadership, team building, communication, and ethics, which are essential for effective project management. Through hands-on activities, case studies, and group discussions, I was able to apply my learning to real-life situations. This has enabled me to effectively manage project teams and ensure successful project outcomes. Overall, my PMP Diploma has given me the necessary tools to drive project success and achieve business goals. As a result, I am confident that my project management skills and knowledge will make a valuable contribution to any organization.
As a holder of a Bachelor of Science in Information Technology degree, I have a strong foundation in computer science, programming, and software development. My area of emphasis during the program was teamwork in a distributed environment and communication technologies. The program equipped me with the skills and knowledge needed to develop and implement software systems, manage information technology projects, and design database systems. In addition, my area of emphasis provided me with an in-depth understanding of teamwork in distributed environments and how to leverage communication technologies to facilitate collaboration. Throughout my degree, I gained experience working on team-based projects that involved collaborating with remote team members. This experience has helped me develop skills such as effective communication, problem-solving, and conflict resolution in a distributed environment. Furthermore, my coursework covered a range of communication technologies such as video conferencing, messaging applications, and project management tools. This has enabled me to use a variety of communication technologies to facilitate collaboration and manage projects effectively. Overall, my Bachelor's degree in IT has provided me with a strong foundation in computer science and software development, as well as skills in teamwork in a distributed environment and communication technologies. I am confident that these skills and knowledge will make a valuable contribution to any organization in need of an IT professional.
As a holder of the German Language Certificate, I possess a strong proficiency in the German language, both written and spoken. The program equipped me with the skills and knowledge needed to communicate effectively in German, whether it's for personal or professional purposes. During the program, I gained experience in key language areas such as grammar, vocabulary, sentence structure, and conversation skills. Additionally, the program provided me with exposure to German culture, which has enabled me to understand the language in context. Through the program, I have developed the ability to read and comprehend German documents, write in German, and engage in conversations with German speakers. This has opened up new opportunities for me, such as the ability to communicate with German clients or work in a German-speaking environment. Overall, my German Language Certificate has given me the necessary tools to communicate effectively in German and engage with German-speaking audiences. As a result, I am confident that my language skills and knowledge will make a valuable contribution to any organization looking to expand its reach in German-speaking markets or work with German-speaking clients.