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Work Background
SASOffice Manager & PA to Regional Director
Mar. 2015Dubai Internet City- Maintain office efficiency by planning and implementing office systems, layouts, and equipment procurement.
- Ensure personnel files are up to date and secure.
- Organizing office events ( Yearly meetings, Christmas activities, etc..)
- Arranging travel, meetings and appointments. - Partner with HR to maintain office policies as necessary.
- Manage contracts and price negotiations with vendors, service providers and office lease.
- Coordinate with IT department on all office equipment.
- Assign and monitor clerical, administrative and secretarial responsibilities and tasks among office staff
- Allocate available resources to enable successful task performance
- Co-ordinate office staff activities to ensure maximum efficiency.
- Manage internal staff relations
Dassault SystemesOffice Manager
Mar. 2013 - Mar. 2015Internet City• Design and implement office policies, organize office operations and procedures
• Coordinating all administrative activities
• Facilitating the smooth running of the office at all times
• Working closely with corporate HR to evaluate progress reports of their employees
• Optimizing time and calendar management for the Head of the Office
• Ability to work proactively and on own initiative
• Maintaining a high level of confidentiality at all times
• Ensure compliance with Health and Safety, Fire Safety, emergency/evacuation and security procedures.
• Organize and assist with space planning, internal and external office moves, refurbishment projects, etc. as needed.
• Create and manage operating budgets and reports as needed.
• Coordinate coverage, track and approve attendance, recruit and train staff as required.
• Assist with general orientation for new employees.
• Responsible for travel bookings.
Eton InstituteCorporate training coordinator
Feb. 2011 - May. 2013• Providing training & consulting services to corporate companies as well as public sector
• Teaching Business French & Arabic to corporate clients in their workplace or in the classroom.
• Delivering a special program for 20 vice presidents, managing directors and general managers.
• Preparing classes, developing syllabus & material, educational tools, and building assessment grids.
• Working closely with corporate HR to evaluate progress reports of their employees
• Expertise in the conduct and animation of the class.
• Analysis of learning situations, needs assessments and challenges of learners.
Societe GeneralePersonal Assistant to Financial Institution
Mar. 2008 - Nov. 2010• Known as the “single point of contact” for the Financial Institution Team of 4, in both business & personal, managing/prioritizing heavy volume of phone calls, e-mails, and calendar requests
• Diary and travel management, and administrative support for Senior Leadership for the above positions
• Managing and planning all meetings and coordinating between Dubai and Paris office
• Responsible for co-ordination of itineraries for members of the European Senior Leadership Team, when visiting Dubai.
• Co-ordination of site services such as conference room bookings, taxis, hire cars etc.
• Facilitating management meetings, ensuring agendas and minutes are available and distributed, taking minutes as well as ensuring that the actions are updated. • Managing all office events and activities
• Providing support for the sales and marketing personnel, active preparing and distributing of marketing materials
• Processing expense claims/mobile phone bills/invoices and co-coordinating correspondence
• Providing back up to other company administrators based at other sites as required
AIG MemsaAdministrative Assistant
Aug. 2006 - Feb. 2008• Preparing sales management reports for weekly meeting (forecast and pipeline report) to shorten sales cycle and generate higher close rates • Prioritizing and coordinating client issues and ensuring highest customer satisfaction at all instances
• Customer Relationship Management to ensure that all the customers are satisfied in terms of their expectations of AIG with constant feedbacks and follow ups with the internal teams to deliver as per committed timelines. • Multitasked clerical functions such as creating/submitting/receiving proposals, updating CRM database, and making/scanning/retrieving documents to/from the e-file system
• Special events and speaking engagements (domestic & international) planning/logistics location, materials/audio visual needs
• Arranging comprehensive travel itineraries; air/hotel domestic/international for business meetings & personal vacations • Processing expense reports/reconciling AMEX statements, and analyzing client billing using Excel spreadsheets
• Providing back-up coverage for Office Manager in her absence and as needed
• Organizing global meetings and scheduling, involving a wide variety of meeting types
• Supporting/preparing/attending Trade shows, exhibitions and conferences
• Creating documents, spreadsheets and reviewed expenses for compliance with company policy
Al Ashram InvestmentsAdministrative Assistant to Managing Director
Feb. 2005 - Jul. 2006United Arab Emirates• Maintain Executive's calendar and the contact list. Arrange and schedule meetings and appointments.
• Manage all office activities for top management and board of directors
• Coordinate between Human Recourses and Operations departments for monitoring and upgrading company personnel for achieving company’s strategic objectives • Overlook and support managing personal investments and financial activities for the chairman (Bank accounts, financial market etc.)
• Maintain and communicate organizational charts for the entire organization
• Lead recruiting, selection and prescreening of all administrative candidates
• Lead special confidential projects as assigned
• Maintaining a data of all travel expenditure and tallying with the Accounting team
• Support accounting procedures (Payroll and Petty Cash)
• Communicate with external and internal customers to be able to facilitate resolution of concerns
• Responsible for the new hire orientation of all newly hired executive level associates
Cairo Cotton CenterAssistant to Managing Director
Jun. 2003 - Sep. 2004EgyptProvided administrative support to Managing Director, managing his calendar, receiving and handling phone calls, monitoring and prioritizing his e-mail, mail and voicemail. Arranged domestic and international travel, coordinating extensive travel itineraries. Coordinated on-site and off-site meetings, including site selection, contract negotiations, meeting requirements, and catering. Reconciled expense reports (domestic and international) processed other financial paperwork. Developed and updated organizational charts and contact information in various database.
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