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Executive Assistant

Location:
Saudi Arabia
Posted:
November 12, 2017

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Emad Ibrahim

Office Manager/ Executive Assistant - 12 years’ experience

Mobile: 0506 355 293

E-mail:ac29od@r.postjobfree.com

Summary

I am a professional and competent Executive Assistant with a natural flair for Administration, with a decade of KSA experience. I handle a versatile job description comprising of Office Management/PA responsibilities, management, document controlling, Events Coordination, projects, and Book-keeping efficiently without supervision. I have worked with renowned organizations. Here I gained the training, and skills to be an effective professional in my field. I believe strongly in the initiative, time management, and getting the job done.

Key Skills

Quality Reports

Documentation

Dashboards

Legal background

Problem-Solving

pro-actively

Planning

Multi-tasking

Team-player

Meet deadlines

Time-management

Organizational skills

Discretion

Build relationships

Etiquette

Customer service

Effective Communication

Analytical ability

Flexible

Employment History

Executive Assistant Saudi Automotive Services Co. "SASCO" (Retail -Riyadh)

Reporting to CEO

(February 2014 – Present)

Achievements and responsibilities:

Admin Support:

Completes a broad variety of administrative tasks for the CEO including: managing an extremely active calendar of appointments; composing and preparing correspondence that is sometimes confidential, and compiling documents for travel-related meetings.

Plans, coordinates and ensures the CEO's schedule is followed and respected.

Researches prioritize, and follow up on incoming issues and concerns addressed to the CEO.

Works closely and effectively with the CEO to keep him well informed of upcoming commitments and responsibilities, following up appropriately.

Acts as a "barometer," for the issues taking place in the environment and keeping the CEO updated.

Format, generate and prepare reports for the CEO for use in meetings with the management.

Keep and control sensitive highly confidential files, data, letters, reports, to ensure that information is restricted only to authorized person.

Identify and obtain required materials for meetings from files and other sources and gather and compile data required for reports and statistics.

Board& Senior management Support:

Maintain discretion and confidentiality in relationships with all board members.

Coordinate Board of Directors meetings and Annual Shareholders’’ General Assembly Meetings, preparing reports, communicate with Trade of Ministry, record and distribute minutes of meetings.

Assist in coordinating the agenda of senior management team meetings and off-sites.

Follow-up transactions with other related divisions/departments of the company by responding, follow-through and delegating queries that are addressed to the CEO and board members.

serves as a liaison to the board of directors and senior management teams; organizes and coordinates executive outreach and external relations efforts; and oversees special projects

Communications:

Provides a bridge for smooth communication between the CEO’s office and internal departments; demonstrating leadership to maintain credibility, trust, and support with senior management staff.

Communicates directly, and on behalf of the CEO, with Board members, Foundation, Senior Management, staff, and others, on matters related to CEO’s programmatic initiatives.

Liaise and communicate efficiently with Business Partners, consultants, Suppliers, clients.

Ensure all outgoing correspondence, reports, submissions and briefings submitted to the CEO conform to the organization’s presentation, style, format and content protocols.

Budget, Action plans, Projects:

Following the commitment of annual budget, action plans and expansion plan for stations & stores.

Work independently on projects, from conception to completion, follow up openings stations plan.

Review operating practices and procedures in order to determine whether improvements can be made in areas such as workflow, reporting procedures, or expenditures.

Assists in developing and monitoring department and/or office procedures analyzing activities needed to be addressed; recommends the course of action for inter-office matters.

Office Manager SKAB Group Co. (Hospitality & Real estate – Family business - Jeddah)

Reporting to Board Member

(February 2011 – Jan 2014)

Achievements and responsibilities:

Act as the principal assistant to the Chairman for his private business/ family company/ subsidiaries.

Ensure all incoming and outgoing information for the Chairman is fully coordinated between the different business functions.

Produce documents, briefing papers, reports, minutes of meeting and presentations as required.

Filter emails, highlight urgent correspondence and print attachments.

Ensure busy diary commitments, papers, and travel arrangements are managed effectively including producing a daily folder with the diary.

Conduct weekly diary meetings with the Chairman to discuss upcoming engagements and invitations.

Coordinate travel and accommodation requirements in connection with others and ensure arrangements are in place for the Chairman to match his requirements.

Filter general information, queries, phone calls and invitations to the Chairman by redirecting or taking forward such contact as appropriate.

Management of incoming and outgoing mail, emails, weekly reports, telephone calls and correspondence, including where appropriate re-routing to Departments heads.

Hospitality Projects:

Contributes in purchasing committee for pre- opening hotels.

Receiving, filing and recording project documentation, like IFC drawings, vendor drawings, fabrication drawings, material submittals, request for information, request for inspection, and minutes of meetings, site clarifications and change orders (contract modifications).

Family:

Build & develop the essential operational infrastructure to ensure smooth operation for the Family

Build, manage and maintain relationships with key family members and the wider family circle.

When necessary suggest tailor-made solutions in close cooperation with the team and other professionals in other offices to meet the family requirements.

Have track records of all personal occasions (Birthdays, outing…) and business related documentations (Expiry, renewals…) and others.

Office Manager Sommer Anlagentechnik Middle East (Precast Plant& Sales- Riyadh)

Reporting to President, COO and Projects Manager

(January 2007 – 2011)

Achievements and responsibilities:

Operational responsibilities:

Take ownership of upper management’s schedules, arrange appointments (both internal/external) with limited direction from management members

Update calendar entries and prioritize meeting requests and push back where applicable.

Arrange and facilitate logistics for all internal/external client meetings, conference calls, meetings, lunches and dinner and ensure all participants receive information in a timely manner

Ensure all documents are prepared ahead of meetings as necessary (collate, bind and print documents as requested).

Create, prepare, amend and progress presentations as and when required.

Meet and Greet clients and organization colleagues.

Attend company meetings to act as the point of contact and produce meeting agendas, minute meetings and follow up on action points with relevant team members.

Arrange & prepare to participate in exhibitions and seminars.

Communications and networks:

Anticipate portfolio’s workload and have the knowledge to respond to queries; take ownership of any inquiries and ensure any issues are referred/delegated to the appropriate person in a timely manner in their absence.

Ability to communicate on all levels and work within a multi-national/ cultural corporate environment.

Acting as a point of contact for all incoming telephone inquiries and personal callers (Answer telephone, take messages, DHL shipment, transfer calls and provide information to other departments.

Build and develop an internal and external network of contacts; build knowledge of key issues in order to effectively identify priorities.

Keeping up to date records of extensions of organization employees, clients contact numbers.

Travel and accommodation:

Organize personally or with the support of other staff all travel Arrangements for the President, Directors and VIP visitors include their (meetings/ visa/tickets/ hotel accommodation/expenses).

Manage Travel & Living Expenses for Reporting Managers.

General Administrative Support:

Submit expense claims in a timely manner and in line with company policy.

Maintain information for key administrative matters related to the client portfolio and others.

Maintain the client database (Interaction) updating contacts and other associated tasks on a regular basis as required.

Provide ad hoc support for the portfolio on projects as requested.

Assisting the team with basic administration and tasks including typing, photocopying, faxing and other clerical tasks.

Ordering office stationery and other general office supplies and equipment and ensuring supplies are kept at a consistent level.

Legal Secretary Al Zamil & Al Kharashi Law Firm (Legal - Khobar)

(March 2003 –Oct 2006)

Responsibilities:

Welcomes guests and clients in person or on the telephone; answering or directing inquiries.

Typing letters, legal and other documents and agreements in English & Arabic.

Arrange appointments for visiting and permanent attorneys and maintains the daily diary.

Maintains an up-to-date filing system for the office and/or specific attorneys.

Prepare new client files electronically. Assists other members of the office staff as required.

Make necessary arrangements for hotel and airline reservations.

Preparing invoices and tracking payments.

Maintains client confidence by keeping client/attorney information confidential.

Provides historical reference by developing and utilizing filing and retrieval systems;

Maintains office supplies and checking stocks; placing and expediting orders.

Education & Training

2017 Legal PA Diploma from ILSPA – UK (will be accomplished on the next November 2017).

2016 Finance for non- Finance from Lynda.com

2016 Project Management Professional from Lynda.com

2012 Office management Course – Qafazat institute.

2008 Business conversation course at ELS language centre.

2003 Courses in Microsoft office (word – excel – PowerPoint – outlook – access- internet).

2002 Bachelor of Arts (B.A), English Language & Literature from South Valley University (Egypt).

Personal Data

Date of birth : 07/02/1981 Nationality : Egyptian

Driving license : available Iqama status : transferable

Marital status : Married Iqama profession : Translator

References

References are available upon request.



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