Executive Assistant, Personal Assistant

Nisreen Adnan Farfour

Mobile No.+971-**-******* Email: ********.*****@*******.***

PERSONAL ASSISTANT / ADMINISTRATIVE ASSISTANT/ EXECUTIVE ASSISTANT

Personal Details

Nationality : Syrian / Lebanese

Date of Birth : 11/03/1976

Languages : Arabic - (Full professional proficiency)

English - (Full professional proficiency)

French – (Average)

Visa Status : Residence/ Father Sponsorship

Driving License : UAE + Own Car

Summary

Having been involved in a large variety of well reputed organizations has given me the confidence in developing and managing any secretarial role of any size. I am versatile with success in completing major tasks within the given timeframe. In addition, I am inspired by competition, but remain calm in a crisis. Building and maintaining of relationships are paramount to my work ethic. I work in a logical and methodical manner and this combined with one of my greatest attributes; Being able to constantly think outside of the box, with an unorthodox approach to problem solving, allows me to provide solutions that are innovative and creative not only in the concept stage but also when it come to any issues or problems that are or become apparent. Over the years I have developed a strong skill-set which includes; strong organizing and administrative skills; ability to manage communication with senior management/clients; basic expenses management tools and public relation skills.

A professionally trained and highly talented and competent Personal Assistant / Executive Secretary with over 16 year of high quality experience working for leading Groups / Companies in UAE. Dedicated to achieving customer satisfaction as well as meeting or surpassing company expectations. Committed to quality performance with an ability to learn new procedures. Adapt easily to fast-faced high-stress situations requiring attention to detail and follow-through. Outstanding and dedicated team player with strong analytical and problem solving skills, handle pressure situations, adapt to changing situations, and maximize efficiency while minimizing costs. Recognized for consistently projecting a polished and professional demeanor. Effective team player known for dynamic interpersonal, leadership, multi-tasking and communication skills. Ability to develop an effective working relationship with colleagues and affiliates at various levels and willingness to continuously acquire new competencies and accept new challenges. Excellent knowledge of Arabic / English/ languages.

Career History

Renault Middle East – Jabel Ali Sept 2015 – Present

Senior Personal Assistant to Managing Director for Middle East Area Dubai, UAE

Scheduling daily meetings and managing calendar for the MD

Planning daily meetings for several committees in UAE, Paris & Iran

Preparing travel plan and making all the specific arrangements needed (tickets, hotels reservations, other logistics)

Managing all the correspondence to importers for MD office

Managing all logistics for sending gifts and arranging meeting with owners for difference NSC’s

Ensuring agenda is in place for all the meetings to be attend by MD

Arranging all approvals are in place for travel arrangement to be made for MD’s travel to different locations

Responsible for timely preparation, submission and reimbursement of all travel related expenses

Quick turnaround for all instructions related to office communication by MD

Maintaining and updating of database for all importers regularly for global and individual communication to be sent

New joiners activities (HR/IT) to be taken care for every one joining in which includes health insurance, coordinating for visa issuance, and dealing with vendors for setting up all facilities for new joiners

Arranging logistics such as hotel booking, travel arrangements, jafza gate pass for all our visitors

Handling suppliers for all facilities management ensuring quick turnaround time and quality in the same time

Managing annual leaves for all the employees throughout the year

Completing all the exit formalities for employees during their exit from the company

Ensuring company provided car is returned an surveyed by vendor to avoid losses to RME

Coordination on behalf of the IT to ensure all company provided laptop and rest of IT devices & phone has been returned without any damage

Managing records of employee presence in office during the day to ensure maximum undulation of resources

Doing quality check for all invoices shared by finance by vendors

Follow up with finance throughout the month to ensure payments are made to vendors within timeline to ensure continued services to avoid disruption of daily business

Checking G&A and managing petty cash on behalf of accounts in leave of absence

International Center for Biosaline Agriculture August 2012 – March 2015

Senior Personal Assistant to Director of Research & Innovation Dubai, UAE

Responsible for management and administration Research and Development program which covered 55 countries from North Africa to West Asia.

Maintain Technical Program records.

Project Coordinator.

Travel Arrangements.

Complex diary management.

Coordinate office supplies to our Dept.

Comparison quotations’ and finalization of orders placement.

Translation of Annual reports and various documents when needed.

Minutes of meeting for both staff and clients meetings.

Full travel arrangements and coordination with trainees from various countries.

Supporting senior scientists.

Supporting the Director General as well as the Deputy Director General whenever needed.

Ensuring excellent relationship and cooperation between the Technical Department and all other departments.

Meeting and greeting clients and visitors to the office.

Typing documents and distributing memos.

Supervising the work of office juniors and assigning work for them.

Organizing business travel, itineraries, and accommodation for managers.

Monitoring inventory, office stock and ordering supplies as necessary.

Updating & maintain the holiday, absence and training records of staff.

Responsible for purchase orders.

Setting up and coordinating meetings and conferences.

Updating, processing and filing of all documents

Genero Capital LLC March2011 – August 2012

Office Manager/PA Dubai, UAE

Provide direct executive office support to the CEO.

Handling all office management and other general office duties

Providing admin support to the team

Market researches, self correspondence and business writing letter, faxes, emails

Coordinating with other departments

Providing full travel arrangement & hotel booking

Coordinating internal & external meeting and preparing all necessary materials

Perform other administrative tasks, such as renewing the Commercial License, and supervising other administrative staff.

Full diary management of the CEO.

Handling and screening phone calls.

Meet and greet visitors (both internal and external)

Emirates Glass LLC Dec-1997 – April 2010

Executive Secretary/PA Dubai, UAE

Provide direct executive office support to the Administration & Finance Manager in performing advanced, diversified and confidential administrative operations duties of this leading Company.

Execute daily operations of preparation of Office Correspondence in Arabic. Coordinate the renewal of Labor Cards & Immigration Visa for the staff of the company -250. Manage the renewal of Trade License for the company.

Responsible for administering and coordinating the receipt, distribution and safekeeping of various confidential documents, incoming and outgoing documents received from internal and external sources by the office of the Administration & Finance Manager.

Provide assistance to Administration & Finance Manager in the entire task at the corporate level.

Perform administration of the entire Department and coordination and follow-up with other departments.

Maintain and update highly confidential personnel files and records of the personnel pertaining to offer letters, salaries, raises, bonus, vacation/ leave for reference and follow-up.

Liaise with Immigration & Labor Department / Economic Department / Government Institutions.

Attend Management Meetings and write minutes of the Meetings.

Galadari Brothers Jan-1996 – Aug-1997

Executive Secretary Dubai, UAE

Provide direct executive office support to the Public Relations Manager in performing advanced, diversified and confidential secretarial and administrative operations duties of this leading company. Reported to the Public Relations Manager.

Render accurate and timely executive level secretarial assistance to the PR Manager in the execution of his day-to-day activities like – renewing of Trade License, Industrial License and other related Government documents.

Performed miscellaneous functions such as creating memorandums or letters, reviewed documents or proposals, researched, analyzed and collated information on specific topics or issues in order to support the PR Manager in achieving operational and strategic objectives.

Provided assistance in building and strengthening cross-functional relationships between departments to ensure the smooth running of operations, clarify issues and bring in win-win solutions.

Received and reviewed all incoming mails for the PR Manager and replied to the queries on general technical aspects.

Prepared and submitted various reports on different operations to the PR Manager as per his request from time to time.

Participated and rendered assistance in implementation of various directives of the PR Manager

Attended and screen all incoming phone calls and visitors for the Regional Controller and took necessary actions as per directions.

Prepared various reports and correspondence and edited/ reviewed them for language correctness.

Managed the calendar schedules of the PR Manager and made appointments on his behalf.

Responsible for making travel and hotel arrangements and planning itineraries for the PR Manager plus negotiation of corporate rates with Travel Agents/ Car Rental companies.

English Language System Institute Apr-1992 – Aug-1995

Executive Secretary Dubai, UAE

Manage the overall secretarial functions and the office of the General Manager. Provided direct executive office support to the General Manager in performing advanced, diversified and confidential s and administrative duties.

Managed correspondence on behalf of the GM, interpreting and explaining the established policy and procedures in response to queries from different resources.

Managed Student registration in the Institute.

Prepared, typed Examination Papers for the Teacher. Prepared monthly reports for the Ministry of Education in Dubai.

Undertook special assignments of various nature and gathered information on sensitive or confidential aspects by research, summarizing and analyzing as per the direction of the General Manager from time to time.

Managed the calendar schedule of the General Manager and made appointments on his behalf.

Made timely and advance travel arrangements/ Hotel arrangements for the Manager according to his travel plan including staff ticketing.

Prepared LPOs / Invoices for different suppliers.

Maintained professional relationship with personnel (maintaining boundaries, maintaining confidentiality and mutual respect and positive mood).

Exercised initiative and independent judgment to resolve problems. Coordinated with various business Associates, VIP’s, and Department Heads for meetings with the General Manager.

Ensured that appropriate levels of stationary and hospitality supplies are available at all times, ordering new supplies as required.

Notified the General Manager of any complaints/ dissatisfaction of the company’s clients, suppliers and or other associates, if and when it came to the attention.

Malaysian Consulate Jan-1992 – Feb-1992

Translator (Temporary – 1 month Exhibition) Sharjah, UAE

Translated documents and other material from one language to another.

Read material and rewrote material in specified language and languages.

Followed established rules pertaining to word meanings, sentence structure, grammar, punctuation and mechanics.

Education Qualification

Bachelor of Commerce-1997

University of Poona, India (by correspondence)

Diploma in Computer Programming-1991

Dubai Development Institute, Dubai

High School from ‘The Young Women Christian Associate YWCA” – Lebanon -1990

Training Courses

2014 ExecuTrain Institute Excel 2010 Advanced

2014 ExecuTrain Institute Time Management

2014 ExecuTrain Institute Team Building

Technical Skills

Problem solving at a personal level before approaching the top management

Strong organizational, administrative and time management skills

Excellent interpersonal, communication and influencing skills

Capable of working well with a team and on own initiative

Adaptive and flexible with strong analytical and diagnostic skills

Willingness to learn and develop

Self-starter, proactive, results with attention to detail

Ability to work under pressure

Adaptable to change in the work style and business environment

Competent to diagnose problems in a logical way

Excellent computing and problem solving skills

Confident with mature attitude

Very responsible and reliable

Able to handle multiple tasks and be highly organized

High level of customer service - Effective written communications skills

Contact this candidate