shahenaz safie

• Providing comprehensive administrative support to the GM, including scheduling meetings and appointments, travel arrangements, answering calls, drafting and editing business correspondence, and responding to inquiries on behalf of the GM.
• Prepare reports, and presentations, preparing and formatting tender documents, contracts, agreements, and other business documents for the company.
• Find and negotiate with top-tier service providers, suppliers, and partners.
• Maintain accurate records of all communication, improving internal processes and organizing files and documents in both electronic and physical formats, ensuring they are up-to-date and easily accessible
• Monitor deadlines and coordinate with internal and external stakeholders to ensure timely submission of documents and reports.
• Constantly assess the GM with daily tasks and identify areas where processes can be streamlined, and efficiency can be enhanced.
• Prepare and distribute meeting agendas, take minutes, and follow up on action items as required

• Manage the Executive Directors schedule and calendar planning to ensure all critical priorities are met as well as alignment of regular duties.
• Coordinate various requests that require the Executive Directors attention and action including approvals and endorsements.
• Communicate effectively with colleagues, partners, and other stakeholders to ensure a smooth flow of processes and information for the business needs.
• Create a reference guide of procedures & best practices.
• Production and formatting of Management required internal and external correspondence, meeting summaries, reports, and presentation of department activities.
• Assisting in reviewing contracts and agreements, ensuring obtaining necessary approval and managing contracts and agreements-related correspondence.
• Respond, prioritize, and follow up on matters and concerns addressed to the Executive Management including those of a sensitive or confidential nature and determine the appropriate course of action, referral, or response.
• Review purchase orders with justification documents prior to submitting for Executive Director approvals.
• Researching and gathering data for the estate management business needs to be aligned with Executive Directors needs.
• Plan and execute projects with internal stakeholders and perform a range of diverse assignments as required by the Executive Directors needs.
• Organize events such as team building activities as instructed by the Executive Director

• Provided administrative support to the Head of Facility Management and facilitated official communication, reports, and meetings as required.
• Coordinate closely with the quality department to ensure customer satisfaction is achieved.
• Develop internal procedures and align with audit guidelines.
• Manage landlord relationships, advising new solutions, and efficient coordination of facility services and products.
• Handle and resolve urgent complaints & escalated facility matters and ensure the highest possible standards of service is received for all maintenance requests.
• Reviewing and following up site inspection reports with the technical team to identify problem levels & assign resolutions accordingly.
• Review quotations, and proposals and negotiate with contractors and supplier according to the approved standardized price list.
• Controlling maintenance and facilities services spend in line with budgeted levels and ensuring properties meet the strictest hygiene and safety requirements.

• Provide support to Human Resource functions, prepare reports and presentations on general Human Resource activities, circulate meeting summaries, and follow up on action plans.
• Undertake meetings with Heads of departments and arrange for developmental interventions to help build capabilities.
• Maintains accurate and up-to-date human resource files, and maintains integrity and confidentiality records, and documentation.
• Assist with the recruitment process by submitting online job postings, shortlisting candidates, scheduling job interviews, performing reference checks, issuing employment contracts, and conducting orientation and coordinating training sessions for new employees.
• Coordinate with the line managers regarding any Human Resource requests such as promotions, salary increments, and/or transfers and prepare detailed files confidently for review and recommendation.
• Assists with planning and execution of special events such as benefits enrollment, organization-wide meetings, employee recognition events, holiday parties, and retirement celebrations.
• Assist and coordinate with the Strategic department and the Director-General office in the process of Abu Dhabi awards for individuals and organizations

• Arrange and manage workshops to introduce the web service project implementation for all registered entities.
• Manage deliverables timeline by providing assistance to clients as necessary and modifying vendor schedules to meet project and customer requirements.
• Reporting and presenting to senior management the ongoing summaries of project status, progress reports, and deliverables on a weekly basis.
• Assessment of potential delays affecting project deadlines highlighting key issues to the project manager.
• Establish an efficient workflow process for the team, monitor daily productivity, and implement modifications as required to improve the overall effectiveness of personnel and activities.
• Appreciation and Gratitude for commitment and support in the completion of the Web Service Project

• Coordinate event logistics, and event entertainment, including music, performers, and guest speakers, and support planning for a wide range of events on - and off-campus.
• Collecting volunteer information, availability, and skills, and maintaining an up-to date database. Prepare and edit documents, promotional materials, and event invitations for the design team.
• Managing and overseeing events on the day, including problem-solving, welcoming guests, directing event set-up, communicating with staff, and organizing vendors.