Manager - Executive Office Affairs
Royal Commission For Makkah City & The Holy Sites
مجموع سنوات الخبرة :11 years, 11 أشهر
- Support with the Board and Executive Committee’s presentations and content.
- Provide support and urgent services to the Executive Office in the areas of finance and information technology, with obtaining support from the relevant departments.
-Support with follow-up of the Special projects related to the Executive Office by:
* Determine and define the Executive Office Special project scope and objectives
* Prepare budget based on scope of work and resource requirements
* Provide project updates on a consistent basis to various stakeholders about adjustments and progress
* Manage contracts with vendors and suppliers by assigning tasks and communicating expected deliverables
- Raising the efficiency of the interaction of the Executive Office and other departments.
- Manage all administrative tasks related to the Chief Of Staff.
Assist and collaborate in establishing the 1st company owned
by The Royal commission for Makkah Coty & The Holy Sites -
(KIDANA COMPANY)
- Assist and collaborate with preparation of two Hajj season
(including the exceptional Hajj season in 2020)
- Coordinate multi-departments meetings for executive level
staff, preparing agendas, manage calendar for individual
meetings, private appointments, tasks, and reminders.
- Took initiative of building and maintaining an electronic
database of business-critical documents to allow easy access
by management.
- Manage daily administrative assignments for Senior Advisor to
the CEO.
- Prepare travel arrangements and itineraries, reconcile travel
receipts for fiscal documentation and reimbursement.
Responsible for the day to day running of the centre and providing services including:
* Managing switchboards; handling calls of various internal /external clients as well as various
Regus areas of business
* Managing meeting room booking system
* Preparing offices for move-in/ move-outs
* Responsible for maintaining and troubleshooting basic IT and telecom technical issues, set up
and queries
* Resetting Meeting Rooms to accommodate bookings
* Administrative tasks- delivering their mail, answering their phones, sending their packages,
ordering their office supplies,
* Procurement
* Demonstrate ownership of the centre to ensure the centre is ‘show ready’ at all times-
* Ensure continual upkeep and standards of business centre to include offices, meeting rooms
and communal areas
* Contributes to the overall revenue of the centre by identifying opportunities to promote Regus
products and services
* Duties may vary depending on centre needs
• Preparing duty roster ensuring most efficient use of manpower resources.
• Intermediate: Word/PowerPoint/Excel/Outlook
• Completed management courses.
• Handling guest complaints, inquiries, comments and initiate appropriate action and follow-up.
• Assisting in the selection, training and evaluation of subordinate employees
• Stocking and order all necessary Business centre/items on a weekly basis.
• Carry out other duties that may be assigned by immediate supervisors.
• Assisting guests in all administrative tasks while on meeting.
• Report, log and follow up on all the Business Centre Equipment maintenance and operational problems.
• Assisting other team members in their training towards Senior Secretary skills.
• Maintaining an accurate petty cash float and obtain regular reimbursements.
• Maintaining the highest level of confidentiality for every client.
• Maintaining a professional and friendly rapport with clients
• Assisting client with administrative tasks in a specific time frame as advised by the client.
• Providing accurate quality work and value for money.
• Participate in meetings, workshops and seminars as assigned to convey and gathering information required to perform function.
• Dealing with day-to-day employees issues and facilitating communication among parties, and/or providing information or direction.
• provision of daily and monthly reports for the Head of department
• Implement and interpret management policies and operational practices for the purpose of achieving department objectives and ensuring compliance with administrative requirements.
• Participate in meetings, workshops and seminars as assigned to convey and gathering information required to perform function.
• Provide computer and computer software training
• Working for multiple clients
• Managing a number of tasks to meet allocated deadlines
• Intermediate: Word/PowerPoint/Excel/Outlook
• Fully trained on CISCO system (Configurations)
• Completed a Secretarial / Administration courses.
• Preparing proposals and events .
• Organizing security passes and office keys/keeping records up-to-date
• Directing sales enquiries to the designated salesperson, promptly and professionally and keeping record of same.
• Provide banking and errand assistant
• Create and/or manage databases in client management software
• Design promotional and marketing material
• Organizing, managing, coordinating, and directing the operations and functions of personnel Prepare PowerPoint presentation for CEO
• Translator of contracts and legal consultations. (From English to Arabic and vice versa)
• Arranged business trips.
• Arrange for all the requirement government documents
• International school teaching training.
• Arrange for all the requirement government documents requesting and follow on needed reports for the CEO
• Perform other related duties as required
• Assign and monitor clerical and secretarial functions
courses: Leadership vs Management Course. Cisco System Course. Servcorp sales course. Servcorp global network course.