Executive Assistant
Al Tamimi & Company
مجموع سنوات الخبرة :14 years, 0 أشهر
Al Tamimi & Co. Advocates & Legal Consultants as an Executive Assistant (Legal) - in the litigation Department.
Brief about the main duties:
- Handling a Partner and 2 Senior associates, and managing their calendar, emails, appointments, entering time-sheets.
- Organizing case files, court follow ups, updating management & clients with daily notifications & requirements.
- Using DMS saving program to keep all records in addition to Litigation and Elite systems for creating / updating matters, maintaining files and archives, invoicing, retrieving reports and processing all types of applications.
- Accessing Court’s website, inquiring on matters details / judgments and forwarding the required info.
- Communicating directly with clients and experts, drafting letters, scanning lawyers’ mails and responding to all queries on own initiative, dealing with translators, court staff and all government entities.
- Preparing all types of requests, collecting payments, court fees; following up with court clerks on cases and legal procedures; preparing memos, POAs and all documentations required to be submitted for any legal proceedings.
- Translating legal documents, hearing notifications, judgments then updating clients and lawyers on daily basis.
- Arranging meetings, events, travels and courses for attorneys, , etc)
- Managing full schedule and work related concerns for 3 busiest advocates in the firm and all other admin duties.
All previous tasks, in Addition to:
Executive Support to DG office & delegate specific responsibilities to team members where appropriate.
Participating in the development of the Department and Team Work by Collaborating with the DG’s Office Manager in the day to day duties and department supervision.
Responsible for management of support requirements for user items such as; software, equipment maintenance, grocery, office furniture, external service and outsourcing agreements, etc.
Ensuring constant & effective communications with internal/external departments and customers.
Responsible for the recommendation of required improvements to DG office environments and the implementation of approved and budgeted directions.
Preparation of system requests, departmental reports, justification and support documentation.
Responds to special requests from other departments, staff members and clients.
Ensures effective security, operation and peak performance of DG’s Office environments.
Manages office support projects including communication flow, mail registration and distribution, inviting for meetings, arranging travels and itineraries, ensuring availability of resources, material etc., and ensures the quality of the deliverables.
Responsible for general supervision and direction of DG’s office support staff and provides them with coaching and support in areas such as conflict resolution, problem solving, administrative tasks, work processes and procedures, etc., to meet organizational objectives.
Monitors performance issues as per the guidelines of the Corporate Policies & Collective Agreements.
Assists the Support team in identifying and implementing methods which increase safety, tidiness, efficiency and effectiveness, and ensures the development of support team members to improve customer service and reduce the risk exposure of the organization to unforeseen departures.
- Directly reporting to the CEO, holding in a very sensitive and trusted position.
- Providing full assistance to the CEO and supporting other Senior Management Staff.
- Managing the CEO’s office, responsible for high confidential information & documents such as; Internal/external agreements, MOU's with foreign partners, staff agreements, increment plans, bank related documents and guarantees, in addition to the personal files of CEO.
- Reviewing, scanning and summarizing mails; drafting and dispatching letters on own initiative.
- Attending management meetings, invite, create, transcribe, and distribute agendas and minutes.
- Setting up MR and LPO process for department purchases through MAXIMO Electronic System, and preparing different Forms & Templates such as: Visa requests, leave, NOC, experience letters, etc
- Arranging all necessary requirements for Board Meetings & organizing CEO’s professional events.
- Dealing directly with Presidents, Ministers, VVIP guests, and reception of foreign delegations.
- Setup accommodation, agenda and entertainment arrangements for company visitors.
- Translating document, letters and mails in three languages (Arabic, French and English).
- Maintaining a professional archiving electronic system and directories for all mails and documents to ensure easy retrieval, and preparing presentations, reports and researches for the organization.
- Handling the various admin & secretarial duties including: CEO's calendar, exhibitions, missions, arranging travels, itineraries, bookings, reception of guests & delegations, etc.
- Coordinating with internal and external parties, handling all communication and correspondence with other departments, government entities, international organizations and other countries.
- Supervise the support staff and organize their duties as per department needs.
- Handling CEO’s official and personal related issues.
Reporting directly to the Vice President of one of biggest Real Estate Companies in the region.
Providing executive assistance to the Vice President, including board activities, relationships with internal and external affiliates, handling his calendar, Preparing meetings and conferences, Inviting attendees, preparing and distributing minutes.
Summarizing mails and Presentations, translating documents, managing petty cash and department expenses & handling all secretarial duties with high proficiency and utmost confidentiality.
Extensive arrangement for Committees and Board Meetings and Direct dealing with the Members.
Handling the Business Development Department including reviews administrative, clerical and staff records, events and travel arrangements, to ensure completeness, accuracy, and timeliness.
Screens incoming calls & faxes, respond to caller requests and/or refers callers to appropriate staff.
Dealing directly with VIP clients and assisting customers to meet their queries.
Responsible for office management, organizing, admin job, filing, registration of mails, formats, correspondence, internal and external coordination, etc.
Handling highly confidential files and records, including correspondence, budgets, bank guarantees and complex financial reports and Staff documentation.
Full control of in & out mails, department expenses, bills, purchases, activities, and staff recruitment.
Reporting to Contracts Director, providing full assistance & acting as in-charge in his absence.
Responsible for arranging meetings, preparing & dispatching minutes, follow up actions & updates, etc.
Prepares and/or consolidates departmental activities reports for management.
Liaising between other impacted departments, coordinating internal issues between the Management and staff in order to ensure proper communications and reporting practices.
Responsible for admin work, typing, faxing, copying, scanning documents, and preparing contracts.
Screens incoming calls and correspondence and responds independently as required.
Saving the office and customer’s time by providing the efficient time-management.
Preparing Forms, mails registration, data entry in the system, spreadsheets & presentations,
Arranges complex and detailed travel plans and itineraries, compiles documents for travel-related meetings and accompanies supervisor when requested.
Handling petty cash, Purchase Orders and maintaining a highly professional filing system.
Maintaining capable teamwork with high level of understanding between colleagues, keeping the required respect and care in the official relations with other departments.
Reporting to the General Manager and responsible for all regular office routines.
Handling and arranging meetings, processing monthly expenses reports reflecting supporting documents and account summaries, dispatching correspondence and typing memos.
Following carefully the evolution of the legal cases and updating the data base in the system.
Plan and schedule meetings and appointments; organize and maintain paper and electronic files.
Creates and maintains database and spreadsheet files and directories.
Handling all types of secretarial duties such as: attending phone calls, screening and replying letters, mails & fax messages and handling time to time basic documents translation.
Greetings guests and Clients with high level of hospitality & redirecting them to the right person.
Assuring the customer’s satisfaction and ensure high standard of service in timely manner.
Supporting the top management and other staff by creating a productive and effective team.
Assistant Administrator for Es-Scenia University, Oran, ALGERIA
Working as a volunteer during my studies in the same University
Responsible for coordinating between the departments, controlling day-to-day activities of the Department, one of the largest literature departments in the university.
Assisting in some official translations and handling the administrative work including: formats preparation, drafting and typing letters, maintaining the filing system and internal procedures.
Liaise with relevant inter-department concerns and assisting students in case of complaints.
Managing petty cash, accounts receivable / payable, department updates and follow-ups.
Assisting in student's in their queries and applications, acting as a link between the management and the student in the university to respond their needs and suggestions.
Motivating and developing team reward and recognition programmes.
Tutor of languages & translation - Self-Employed, Oran, ALGERIA
(Working at home in line with my studies of High School & University)
Providing trainings and courses in languages (English - French - Arabic) for the high school students according to their study schedule and preparing them for the high level studies.
Assisting teachers for translation and languages classes at the high school and university.
Giving languages and translation classes in Arabic, French and English basics such as vocabularies, grammar.
Assisting effectively to create new and updated learning methods with other high school teachers in the field of Languages and Translation.
Supporting particular groups of students in their translation and literature studies, encouraging them to develop their level by participating in their activities with high attention, understanding and care.
Bachelor of Languages and Translation (Arabic – French – English). Four years of studies, In one of the biggest universities in Algeria under the direction of the best doctors and teachers . Including the practice of : Three Languages (Arabic – French – English). , Computer , Internet access and translation .
Computer sciences certificate. ( 9 months ) Training Course: including all basic computer sciences, Microsoft Office, Window 98, MS Word, MS Excel, Power Point, Outlook and Internet access. Typing practice ( Arabic- French - English )
