Executive Secretary
Horticultural Export Improvement Association (HEIA)
Total years of experience :21 years, 3 Months
1. Responsible for the Executive Director's Office
2. Attending meetings and taking minutes
3. Arranging for Board Meetings and General Assembly Meetings and taking minutes
4. Responsible for incoming and outgoing correspondences
5. Travel arrangements and hotel reservations
6. English to Arabic translation and vice versa
1. Responsible for the GM’s and Deputy CEO's Office
2. Travel arrangements and hotel reservations for the Deputy CEO and his team
3. Organizing events and meetings for the Deputy CEO and his team
4. Doing presentations as requested
5. Continuing to be responsible for issuing 3 sales weekly reports
6. English to Arabic translation and vice versa
Executive Assistant to Sales Director:
1. Responsible for all work flow in and out of department
2. Responsible for travel arrangements and hotel reservations
3. Responsible for doing all sales presentations requested
4. Responsible for organizing events for the department
5. Working knowledge of SAP system
6. Responsible for issuing 3 kinds of reports related to Sales
1. Responsible for the Chairman’s office in general
2. Responsible for travel arrangements and ticketing for the Chairman and company’s Executives
3. Supervising two secretaries
1. Assistant Project Manager for a USAID project that was executed by the company (School Library Enrichment Program), on which I have earned an award of appreciation from the company for outstanding performance (phase one of the project).
2. Assistant Project Manager for a USAID project executed by the company (Classroom Library pilot project in Alexandria) in year 2003/2004
3. Handling a huge project with the Cultural Affairs Office in the US Embassy in Cairo
4. Coordinating all matters related to the participation of the company in two of the most important bookfairs in the world (Frankfurt Bookfair and Bologna Bookfair)
5. Coordinating new projects, this includes purchasing material, office equipments and furniture
6. Reviewing company’s contracts with any foreign publishers
7. Follow-up on pending issues on behalf of the Vice Chairman in her absence
8. Responsible generally for the office and all work flow in/out
9. Supervising two assistants
10. English to Arabic translation and vice versa
1. Maintaining contact with clients whether local or abroad
2. Coordinating between clients and the farms.
3. Coordinating between the department and other departments in the company
4. Preparing price quotations for local/export clients
5. Coordinating and assisting on the local/foreign product purchases
6. Follow-up on existing clients, local/foreign
7. Opening new accounts
8. Handling clients' complaints, local/export, and trying to help in eliminating them
1. Coordinating and arranging for meetings, seminars and flight/hotel reservations
2. Managing petty cash for the MD's office and settling it against invoices
3. Special assignment from the MD to prepare all important Marketing Department presentations
4. Responsible for issuing credit cards for all employees and increasing the banks providing this service to 3 banks.
5. Managing office purchases and following up on PO’s issuance, i.e. purchases of stationery, office furniture and equipments for the department
6. Arranging special events for internal customer satisfaction
7. Filtrating all incoming calls and correspondences
8. In some urgent cases, influencing to speed-up issuing cheques
9. English to Arabic translation and vice versa
This in addition to all administrative duties comprising filing, correspondences, and preparing presentations
Pepsi Cola:
1. All secretarial duties comprising filing, correspondence, preparing presentations
2. Responsible for non product purchases and office requirement according to PepsiCo Purchasing policy, i.e. purchases of stationery and office furniture for the department
3. Assessing computers and printers needs for the department
4. Coordinating and arranging for meetings, seminars and flight/hotel reservations
5. Follow-up on pending items relating to the department
6. English to Arabic translation and vice versa
1. All administrative duties plus data entry for sales figures
2. Arranging for interviews and contacting new candidates in addition to interviewing junior staff within my function
3. Coordinating and arranging for meetings, and hotel/flight reservations
4. Providing support for the whole sales team in the division
5. Managing the business unit’s purchasing requirements
Export Coordinator
Reporting to the Managing Director
Responsibilities:
1. Controlling and processing of documentation, plus influencing other departments for speeding up documents
2. Handling clients' inquiries on export
3. Coordinating all export matters with other departments
4. Maintaining the export function when other personnel are away from the office
5. Support my manager in preparation of documents
6. Follow-up with external clients on delivery times
7. Dealing with internal customers (e.g. warehouse) to ensure availability of product
8. Assisting in solving any problem related to the business process
- Secretary for the Finance Department
Responsibilities:
1. Secretarial duties, i.e. filing, faxes, telexes, typing, correspondence
2. Reservations and arranging for meetings
3. Taking minutes at meetings, e.g. Board of Directors, Assembly General Meeting
4. Filling in for the Finance Director's Executive Secretary when absent, then actually working in this post from April 1993 to September 1993
5. Job rotation: training in Management Accounts and Cost Accounting
1. Dealing with clients and answering their inquiries about renting cars and prices.
2. Opening rental agreement between the company and the client, and calculating their value at the end of the rental period.
Graduated with Very Good with Honor's Degree.