Yasmine Abou Zeid

Office Manager for Managing Director :-
1.Performs a variety of secretarial duties to support management, including word processing, operating office equipment, correspondence, making travel arrangements, preparing presentation materials, setting appointments, coordinating meetings, filing, and taking notes or meeting minutes.
2.Plan, coordinate, organize and follow up various business functions & tasks which are performed at both company and corporate levels to ensure and facilitate the efficiency and smooth running of business
3. Processes, prepares, maintains, and distributes a variety of documents, memorandums, files, and reports such as meeting notes, correspondence, invoices, appointment calendars, etc., to facilitate smooth operations and to ensure availability of complete and accurate data.
4. Ensures timely, accurate, and thorough maintenance of files, logs, and records to ensure compliance with GSF policies and procedures
5. Translates information and correspondence in both Arabic and English at a high level of proficiency.
6. Facilitates internal communication to ensure smooth operations and flow of information including correspondence, memos and faxed information.
7. Collects and processes data and information for executive reports.
8. Provides back-up assistance to other clerical or support staff as needed to ensure smooth operations and adequate coverage.
9. Maintains calendar schedules of due dates of reports, audits, meetings, etc., and issues written or verbal reminders as needed to facilitate and coordinate efforts.
10. Performs other related and assigned duties as may be necessary.

Typical work activities
The balance of administrative and managerial duties undertaken in both business sector locations:
• arranging travel itineraries, visa issuance, hotel bookings, travelling expenses & settlements
and other related tasks either in coordination with travelling agents or individually through
online bookings
• organizing meetings and appointments
• liaising with members of the senior management team
• following up on work delegations and workload planning
• coordinating with corporate office on reciprocal tasks and requirements
• Undertaking the media related activities on both internal and corporate levels through
collecting and re-editing news material for the exposure of the branch on corporate and local
level
• Undertaking assignments such as researches on multiple subjects related to competition,
performance and work improvement in all areas related to the core purpose of the research
• Writing reports; Creating appropriate matrix to match the nature and effect to be conveyed
through the report and/or presentation.
• participating effectively in budget preparations and presentation
• undertaking the data collection from different departments on periodical basis as well as
formulating comprehensive quarterly reports
• assuring appropriate presentation of the company’s social activities
• planning and supervising foreign guests reception and accommodations
• ordering stationery; ordering office furniture; organizing office maintenance and repair
work while monitoring the office budget
• maintaining proper archives (both electronic and physical) for company documents
• translating required documents either individually or through accredited translation offices;
• Carry out a range of administrative and IT related tasks.

Personal Assistant Purchasing & Merchandising Non Food Director - :
• Organize and supervise all of the administrative activities that facilitate the smooth running of the office.
• Perform secretarial and administrative support to Director.
• Manage the time and work schedule for the Director.
• Support and coordinate with other staff within department to ensure an effective and smooth office operation.
• Office management including: screening telephone calls, enquiries and requests, and handling them when appropriate, ordering stationary and handling mail distribution.
• Meeting and greeting visitors at all levels of seniority and arranging suitable hospitality.
• Organizing and maintaining diaries and making appointments.
• Coordinating and maintaining all meeting dates and attendance together with any other attendees.
• Responsible for pricing management system and administration for the Non Food Purchasing team.
• Preparing and distributing required documents for the meeting at least 2 working days before the meetings take place.
• Dealing with incoming email, faxes and post, often corresponding on behalf of their Director.
• Examining, evaluating, and translating as required and prioritizing correspondence and papers for the Director’s attention.
• Taking dictation and minutes of meetings.
• Carrying out background research and presenting findings.
• Producing documents, briefing papers, reports and presentations.
• Organizing and attending meetings and ensuring their manager is well-prepared for meetings.
• Liaising with clients, suppliers and other staff.
• Updating and chasing delegated tasks to ensure progress to deadlines.
• Deputizing for the manager, making decisions and delegating work to others in the manager's absence.
• Ensure the office procedures of the department are always followed.
• Devising and maintaining office systems, including data management, and maintaining a filing system, etc.;
• Arranging travel and accommodation and providing general assistance during presentations.
Specific Areas of Responsibility
Promotion management
• To liaise between Sales, Marketing and the Non Food purchasing team and co-ordinate the Promotion Program
• To communicate Non Food Makro Post programs to stores
• To assist in the development of a suitable Sales plan
• To ensure the Non Food Purchasing team is following the sales plan
• To ensure the Non Food Purchasing team adheres to Makro Post preparation schedules
• To consolidate Makro Post sales forecast / results to relevant parties.
• To ensure correct processes are in place for managing promotion income.