Office Manager (Board Secretariat and CEO Office)
Etihad Atheeb Telecom Co. - GO
Total years of experience :22 years, 1 Months
-Full admin support to the Board Secretary and other members of the Board of Directors’, issuing visit visas, airlines bookings, accommodation, and reception protocol
-Types, formats and proofs letters, reports, statistical data, forms and other finished copy from rough drafts, margin notes, general instructions or transcription notes
- Advises on Governance best practices and making recommendation for changes regarding the procedures, bylaws and ethics documents
-Independently composes letters and memos for the Secretary to the Board; answers routine requests for information
Gathers, organizes, and tabulates a wide variety of specialized information for the Board of Directors’ use in completing reports, special projects.
Assists the Board Secretary in managing his time by maintaining appointment calendars, scheduling & arranging Board and subcommittees meetings and travel itineraries
-Prepares and assembles agendas and meeting packets and Board resolutions; may perform other duties in support of various commissions or committees
-Takes notes, dictation, or uses electronic media to record and transcribe correspondence, meeting records or reports containing specialized technical terminology
-Maintain confidential and classified documents
- Maintain specialized data bases on computers
-Taking minutes of meeting including; recording, translation, circulation, issue resolutions, distribution and filing etc
-Translating scripts from English to Arabic and vice versa
-Clerical work procedures and office routines associated with general secretarial responsibilities.
-Summoned the meetings of the subcommittees (Executive and Nomination & Remuneration)
-Minute & record meetings proceedings and resolutions of subcommittees
-Promptly send all correspondence and reminder notice of each decision by the subcommittee requiring action to the relevant person
-Propose enhancement to the charter of the subcommittees
-Prepare the claims, reimburse expenses, and allowances for attendance
Prepare for the meetings, draft the agenda, take notes, write the minutes, draft correspondences, prepare and update the preliminary draft of the AC Charter in accordance with the CGR and the IIA of Accounting & Internal Audit, maintain the records, and make travel arrangements, etc.
- Full admin support to the members of the Board of Directors’, issuing visit visas, airlines bookings, accommodation, reception and transfers.
- Types, formats and proofs letters, reports, statistical data, forms and other finished copy from rough drafts, margin notes, general instructions or transcription notes; examines grammatical construction, punctuation, spelling, verb tense, contextual meaning, layout, and format .
- Independently composes letters and memos for the Secretary to the Board;answers routine requests for information.
- Gathers, organizes, and tabulates a wide variety of specialized information for the Board of Directors’ use in completing reports, special projects, etc.
- Assists the Board Secretary in managing his time by maintaining appointment calendars, scheduling & arranging Board and sub-committees meetings and travel itineraries
- Prepares and assembles agendas and meeting packets and Board resolutions; may perform other duties in support of various commissions or committees.
- akes notes, dictation, or uses electronic media to record and transcribe correspondence, meeting records or reports containing specialized technical terminology.
- Maintain confidential and classified documents
- Maintain specialized data bases on computers.
- Assists arranging attendees’ protocol and transfers.
- Taking minutes of meeting including; recording, translation, circulation, issue resolutions, distribution and filing etc.
- Translating scripts from English to Arabic and vice versa.
- Clerical work procedures and office routines associated with general secretarial responsibilities.
- Any other tasks assigned by line manager.
Board Secretariat/ Secretary to the Executive Commitee and the Nomination & Remuneration Committee
- Summoned the meetings of the committee at the request of any member thereof after being agreed by the chairman of the committee.
- Highlight what business requires discussion and what requires a decision by the committee;
- Consult with the Chairman of each Committee on the order of business for the meeting, and the way in which it should be dealt with on the agenda;
- Ensure that the notice of the meeting is given, that suitable accommodation is arranged and confirmed, and that copy of the agenda is prepared;
- Circulate to all members (a) any papers to be discussed at the meeting.
- Make sure that any reports or information requested by the members of the committee is available.
- Minute & record the proceedings and resolutions of all meetings of the committee, including the names of those present and in attendance and convey and record apologies received from those who are absent.
- Follow ups / Send a reminder notice of each decision requiring action to the relevant person; and
- Promptly send all correspondence as decided by the members of the Committee.
- Maintain and recommend updates and further enhancements to the charter of each committee periodically to be in line with the governance code; and
- Prepare and process the claims of the members of the Committees/Board to reimburse expenses and allowances for attendance.
- Do any other tasks assigned by the chairman of the committee
*Senior Secretary to Vice President for Administration and Human Resources.
- Functions as Office Manager.
- Responsible for the day-to-day operations of the corporation.
- Provides full Headquarters support.
- Coordinates all volunteer office workers.
- Handling routine unusual problems under difficult circumstances in what is sometimes an unsettled environment.
- Files all forms, maintains all records, and submits.
- Take care of all correspondence not duly attributed to stated duties of other officers of the Association and any additional duties as directed by the Executive Committee and/or Board of Directors.
- Provide information and offer advice regarding issues during business meetings.
- Acts as liaison between management levels within the organization.
- Maintain an inventory and current files of the on-going business of the Association.
- Assists with the logistics and organization of the Executive Meetings.
- Coordinate the sending of all historical records to the Association’s archives.
- Manages all correspondence directed to headquarters.
- Assists the Vice President in the writing of Press Releases and Director's Letters; distributes Press Releases and Director's Letters; schedules media and personal appearances by the Vice President; provides information and activities in general in response to telephone, facsimile, email, and postal inquiries; and assists in the preparation and distribution of public relations materials.
- Execute all related works assigned to Personal secretary as well as Executive secretary.
- Office Management and coordinating between various departments (Public and Governmental Relations, Human Resources, and other different departments).
- Taking minutes of meeting including; recording, translation, circulation, issue resolutions, distribution and filing etc.
- Translating scripts from English to Arabic and vice versa.
- Preparing different forms that facilitate and organize the flow of the business.
-Types, formats and proofs letters, reports, statistical data, forms and other finished copy from rough drafts, margin notes, general instructions or transcription notes; examines grammatical construction, punctuation, spelling, verb tense, contextual meaning, layout, and format .
-Independently composes letters and memos for the VP’s signature; answers routine requests for information.
-Screens mail, visitors and callers; determines their needs, establishes priority, and routes same to appropriate staff or supervisor for attention; may maintain a tracking system to ensure follow-up
-Gathers, organizes, and tabulates a wide variety of specialized information for the VP’s use in completing reports, special projects, etc.
-Performs a variety of minor administrative functions relating to maintenance and compilation of budgetary expenditures and related information, maintenance and processing of various records, and maintenance of statistical department history, and miscellaneous control records.
-Independently responsible for the completion of routine incidental administrative support processes such as, purchasing, inventory, etc.
-Sets up, organizes and maintains active and archive manual and/or automated filing and retrieval systems according to managerial requests, functional use or administrative guidelines.
-Assists the VP in managing his time by maintaining appointment calendars, arranging meetings and travel itineraries .
-Prepares and assembles agendas and meeting packets and board resolutions; may perform other duties in support of various commissions or committees.
Executive Secretary and Office Manager to Deputy General Manager,
-Execute all related works assigned to Personal secretary as well as Executive secretary.
-Office Management and coordinating between various departments (Public and Governmental Relations, Human Resources, and other different departments).
-All Computer skills and implementations (Microsoft Office, Internet).
-Translating scripts from English to Arabic and vice versa.
-Preparing different forms that facilitate and organize the flow of the business.
Secretary to Deputy General Manager for Business Development,
Function as Administrative Assistant, in addition to the references above, arranging for visit visa issuance for the guests of the company all over the world. Preparing various models and training of some personnel from several departments on how to file documents, arranging priorities, and how to apply them. Providing assistance to various sections in the completion of the work entrusted to them.
Earned 35 contract hours by completing the PMP exam course
Learn the history of the English language, grammar, translation, novels, poetry, and phonetics, etc.