CEO Office Manager
National travel Service
Total des années d'expérience :13 years, 10 Mois
1.Managing the CEO Appointment Agenda (Daily, Monthly, and Annual).
2. Managing CEO Signatures.
3. Managing the Filling of all company documents including accounting documents, legal
documents, bank accounts documents, etc. for both Hard filling and soft filling.
4. Handling and Managing travel arrangements for the CEO and all board members including visa
issuing procedures, flight bookings, accommodation reservations, conferences and exhibitions
registrations, etc.
5. Managing the international Exhibitions that the company participates in, regarding the registration’s
procedures, payment, the required marketing materials, the involved attendees from the board
members, board of directors, or the staff.
6. Managing and monitoring the office rules and disciplines are perfectly applied.
7. Receiving all calls for the CEO office and handling it.
➢ CEO Assistant main responsibilities:
1. Follow up all reports that are presented to the CEO on the due dates.
2. Create reports for required management follow up data regarding operations, procurement,
invoicing in and out, etc.
3. Attend meetings and record minutes of meeting to be reviewed by top management then
distributed to the involved parties and follow up all action items with the responsible parties
according to the due dates.
4. Responsible for all legal issues related to the company governmental profile.
5. Created database for suppliers’ payment according to purchase orders and all over the cycle till
releasing the payment and ensuring that no payment is duplicated.
6. Handling all required travel visas procedures and travel arrangements.
7. Fulfill all requirement for bank facilities or registration for any entity.
8. troubleshooting any issues escalated to CEO office by contacting the involved parties and try to
figure it out if possible and filter the issues escalated to the CEO.
➢ HR Personnel and Recruitment Specialist:
1. Responsible for recruitment cycle starting with receiving different requisitions from departments
and Projects.
2. Screening CVs that are received via job post or search job seekers websites.
3. Interview junior, mid-level, senior, and some managerial level candidates.
4. Shortlisted accepted candidate and recommend them to technical interview.
5. Prepare the offer and negotiate with the selected candidates based of technical and final
interviews.
6. Handling the hiring cycle by preparing the contracts and fulfill all the company benefits for the new hired employee.
oHandle all Travel Arrangements including flights, Hotel, Transportation.
o Coordinate with team regarding Bids Documents preparations.
o Help with market research for overseas business opportunities through searching the internet.
o Support the COO office with all secretarial and office assistance required tasks as personal Assistant in addition to Executive Secretary Business tasks.
o Support the team with any required assistance and support.
o Handling formal in/out correspondences to embassies and any business party.
Troubleshooting any problem escalating to operations Director Office by contacting the involved parties.
o Arranging and organizing meetings for operations Director Office and arrange required agendas and presentations.
o Tracking unification system, to be applied on all Area projects and prepare prices and rates comparison report that is being updated on regular basis and reported to Operations Director.
o Acting as Administrative Coordinator in the Business Unit Organization Chart.
o Coordinating with different Project Sectors and report Operations Director.
o Handling formal in/out correspondences to owner and engineering consultant.
o Making HR reports regarding project team including data of required, assigned and requisitions balance.
o Making general organization chart for project team and update it frequently.
o Handling travel arrangements “if required”.
o Design any required logos or signs used on site.
o Assisting with subcontractor’s log, update, follow up, and prepare any comparison sheets.
o Operation Resources Director’ Assistant- “Operation Resources” - Eng. Mohsen Zaki
o Secretarial workflow.
o Follow up all coming correspondences from Formwork section, Centralized workshop, and the Vocational and Training center and filling a copy of all.
o Locate and attach appropriate files to incoming correspondence requiring replies.
o Schedule and confirm appointments for clients, customers, or supervisors.
o Set up and maintain paper and electronic filing systems for records, correspondence, and other material .
o Monthly sheet of all owned equipment of Egypt projects, and sorting it.
Assisting Managing Director’ office -Mr. Sameh Muhtadi
Support the Managing Director in the preparation and presentation of reports, letters, Memos
and related activities and managing relationships with stakeholders and partners.
Handling all booking issue: flights and hotels for different destinations around the world for
Managing Director, as well as the department staff.
Focal point between the financial manager of a project in Iraq (BAIJI POWER PLANT) and the
head office, following up the financial workflow includes the invoices, payment requests,
Advance Payment and Performance Guarantees, and handling all of this issues with the
concerned parties in Cairo office.
Ensure necessary records are maintained in the Managing Director office that can readily provide
current, accurate and accessible information for the Managing Director office.
Support the Managing Director in the preparation of all documentation required for key decision
making.
Arrange meetings, trips and events as instructed by the Managing Director.
Following up the department expenses issues and handling it with the accounting.
Handling the Visas issues for the staff.
Handling Word, Excel, and PowerPoint work files required.
Any related tasks assigned by the M.D
Handling all the Administrative issues related to the Department
Assisting ORASCOM CONSTRUCTION‐MORGAN STANLEY’ Cairo office
Assisting MORGAN STNALEY’s office administratively; visas issues, travel booking,
transporations, …etc.
Handling the expenses documents; travel expenses to be refunded and to the office.
Handling filling system.
Assisting the Administration Services Department
Handling General Administrative issues like floor layout and the emplyees of each floor and
update it frequently month by month.
Receiving the internal and external calls through the main lines of the company.
Handling the issues related to the publications subscriptions ‐ Local & International‐ for the
company’s top management “for almost two years”.
Handling the meeting rooms schedule and bookings.
Supervising the administration staff (office boys, tea boys, copy boys, ).
Following up the ware house items issues and supervising it.
Receiving the guests and supporting them get to the employees‐or the managers‐ whom they
require.
The Karven Hotel.
Job Description:
Handling Check‐in & Check‐out procedures for guests.
Receiving the payment.
Answering the phone Calls (international & national).
Dealing with all the complaints of the guests and troubleshooting it.
Be responsible for evacuation, in cases of emergency, acting as first point of contact for guests
and the emergency services.
Deal with all enquiries in a professional and courteous manner, in person, on the telephone or
via e‐mail.
Provide reports, as required, for housekeepers and management.
Carry out instructions given by the management team and head office.
August
English section. Grade: Very good.