Office Manager /Consultant 6M Contract
Guggenheim
Total years of experience :7 years, 7 Months
1 month Vacation Cover
Executive Assistant to 2 Partners & 2 Directors for the Assurance team in Energy Business
Calendar Management for Partners & Directors
Travel & Hotel Booking
Financial Formatting
Financial Roll forwarding
Conference Call booking
Couriers arrangement
Organizing meetings
General Electric International Inc .
Power Generation Services (Administrative Assistant for the Middle East & Africa)
Business Support Assistant (GE Power &Water)
Provide Business support for the Commercial Operations team for Middle East, Africa region of approx 35 members.
Commercial Coordinator & Contract Management
Manage & Support the Weekly Risk Screen Table & Policy 5 Calendar review for the region.
Booking of Meeting rooms
Sending out Meeting Invite, Cancellations for the deal review,
Sending out Meeting minutes & action items
Maintaining a record of all deals reviewed /Minutes all year through for year end tracking
Scheduling of regular conference calls & meetings as required
Offsite Document storage of Contracts (CONSTOR)
Leadership Visits to the region - Involves complete logistics, i. e arranging Visas, hotels, airport arrangements etc.
Arranging for Internal Business Reviews, or Employee Training sessions & Team Lunches Support the Commercial Operations Leader with the Monthly Staff Meetings
HR
Setting up Interviews & follow-up, ensure proper documentation is provided.
Meeting the Candidates at the reception desk; escort them to the meeting room and back to reception desk after the interview.
Assisted in the Integration of 3 new Trainees under the CLP Program in terms of initial Hotel accommodation, short term accommodation and T& L expense and 1 employee transferred from Saudi to UAE.
Administrative
Provide comprehensive administration assistance to the Commercial Operations Leader & entire team in terms of
• Travel - Visa’s, Tickets, Hotels Car rentals etc.
• Travel Security approval requests (TAS) as applicable i.e Group I and Group II countries.
• Obtain Business Pre-travel approvals
Expenses Reporting and submissions to GBS (T&L, Non T&L expenses, C&B expenses & Invoice submission)
Checking /preliminary audit of Expense accounts as & when required.
Raising Purchase requests and LPO ‘s through (Oracle)
Medical Insurance - submitting Medical Invoices /documents to ALICO Medical Insurance provider
Ordering of Stationery Items & Business Cards for all employees on the team as required.
General Diary Management for the Commercial Leader and team members etc.
Providing assistance for Customer Meetings - Meet & greet customers / visitors at reception & escort them to the meeting room ensure hospitality is met.
Organising & arranging of complete Logistics for Commercial Leader &any team members if attending any Customer meeting or Customer events
Assisted in the Renewal process of team members & their dependants UAE Visa and National ID cards
Coordinate the team’s order for year end greeting cards, Eid cards for Customers & handle the mailing.
Consolidate the team’s request for Calendars, diaries etc and assist in distribution .
Check on Incoming Mail for the entire team, medical cheques etc.
Assisted on the new du transition for the entire team & new updated Business cards
Assisted on recent transfer of new American Express cards for the entire team.
Helpdesk (IT related requests) Raise Tickets & follow-up till the job is completed
Holding the fort (Sales, Finance Risk teams etc when colleagues are on annual vacation)
Master Card Worldwide Inc Dec 2010 to March 2011
P A Cum Marketing Assistant for Middle East, Africa Levant region (Maternity Cover)
Responsibilities for Business Support Assistant
Provided business support to the Area head of MasterCard Middle East & Levant region and respective Country Managers in the following manner:
Diary Management co-ordinating travel arrangements, Preparing business travel expense reports through Oracle system.
Provided other adhoc administrative support as required.
Assisted the marketing team in the preparation of numerous LPO’s, for specific job requests using Oracle system.
Liasing with Marketing agencies both external and internal for follow up on Payments.
Provided administrative support to the marketing department in managing events and promotions.
Managed the inventory of promotion material that include MasterCard’s premium give away items to Corporate Clients.
Maintain &update database of all existing and new added on Corporate clients contact details
Managed and maintained a database of all major Contracts with banks and other financial institutions. Archiving of Contracts Filing of all Major Contracts & renewed Contracts
Marketing Assignments - assisted with Desert Classic, International Jazz Festival &International Cricket World Cup.
Zurich Insurance
Receptionist (Maternity Cover) May to July 2010
Brief Job description - Answering and screening of all incoming calls at the switchboard.
Assisted other departments with administrative tasks as & when requested.
Maintained a log in system, of all activities at the front desk such as visitors & visitor access cards courier and mails for respective internal departments, calls, taking down messages for the internal staff dept heads as requested.
Reserving meeting rooms for the staff /dept meetings as required
Rolls Royce International Limited (Aviation)
Receptionist cum Assistant to the Regional Director Middle East (Temporary) Nov to April - 2009 - 2010
Responsibilities
As a Receptionist & an Assistant to the Regional Director, responsible for screening telephone calls, enquiries and requests.
Handled incoming communications when appropriate .
Greeted clients and associates and ensured hospitality of visitors.
Organized and maintained diaries and fixed many appointments /Meetings /Lunches /Dinners for the Director .
Managed all incoming correspondence ie email, faxes, posts, correspondence and prepared letters as requested.
Produced documents, briefing papers and reports carried out background research and presented findings into subjects the director was dealing with.
Organized meetings and ensured the Director was prepared for meetings.
Maintained list of VIP Contacts and databases.
Liaised with vendors, suppliers for settling of payments etc.
Arranged Travel /Hotel bookings / Taxi & limousine & Courier services as and when required.
Assisted with the back office work for a Golf event (sending e-mail to VIP Clients & their respective PA, Couriering Golf Tickets to VIP Clients, packing /labeling & distributing Golf T-Shirts etc for the Filed Services team
Grant Thornton
Front office and Administration Assistant (Maternity Cover) July to August -2009
Brief Job description - Greeted & assisted guests at the front office, answering of calls and enquiries managing travel arrangements of the Management team.
Arranged courier dispatch, acted as a Personal assistant to the managing director as &when needed.
Provided support to the HR department & general staff requests as required
Nokia Siemens Networks MEA LLC Sep 2007 to May 2009
Team Assistant to the Customer Team Head
Responsibilities
As a Responsible Team Assistant, delivered distinctive administrative services to managers and team of 30 members.
Diary management for the Customer Team Head in order to schedule meetings / conference calls etc.
Arranging for meetings with Senior Level Executives at du with the support of their respective assistants .
Coordination of hotel arrangements, international flight bookings and logistics related to International trade conferences, business meetings and client appointments
Contributed to the seamless integration of new staff and solved relocation and logistics concerns for a newly integrated international company following a global merger between Nokia Networks and Siemens Communications.
Organized offsite conferences and events including logistics, transportation, catering and consultancy services
Provide administrative support to Attorney/Contract Manager. Maintaining contract archive for Contract Manager as required.
Assisted on CSS project -with NSN’s assigned external agency to perform “Customer Satisfaction Survey” with du Senior Management team
Organising &arranging for electronic and paper tender offers in response to Requests for Proposal (RFPs).
Facilitates international mailing and local document transmittals and deliveries via courier services.
Managed the Front desk of Gillete Midlle East &Africa which then merged with proctor &Gamble Jebel Ali .
All Front deks related activities such as, manning the Telephone board, Couriers outgoing & Incoming as well as Weekly Courier to other P&G Gulf Locations, submitting monthly online report to Aramex .
Taking messages for, internal staff & passing on via e-mail
Meeting &Greeting Customers, Clients, vendors suppliers etc & ensuring the hospitality was taken care of & they met the concerned employee with a Visitor badge.
Preparing Visitor Badges & also Printing of the same & internal employee badges as well.
Ordering of Lunches
Order Stationery items/ pantry items etc
Maintaining Visitor phones for distribution purpose to employees visiting P&G Gulf office from other P&G worldwide locations
FIRE SAFETY TRAINING COURSE