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Manager Executive

Location:
Saudi Arabia
Posted:
November 13, 2017

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Mohamed Ahmed Donia

+************

ac3aja@r.postjobfree.com

Aimed Positions: Office Manager/ Executive Secretary / Executive Assistant/ P.A.

Personal Info

Nationality: Egyptian

Date of Birth: 16th March 1985

Marital State: Married + (Two Kids)

Objective

Seeking attractive Job challenging my abilities & skills, in order to be able to work

With different levels in a multicultural work environment with opportunity to grow and

Support Business growth of leading Company with growing my career path

Profile Summary

Experienced Office Manager,Executive Secretary & Executive Assistant with a demonstrated history of 11 years of experience supporting Management & Executive level staff, while I possess a broad range of administrative, organizational, communication skills and managerial experience into my credit, I had working in the food & beverages industry, Construction, & Engineering Companies beside Government Sector

I Specially Skilled in Office Management, Business( Following Up & Development), Time Management and Office Administration including Secretarial Tasks & Personal Assistant Tasks.

Achievements

1. Succeeded to be Confidential Dependable Personal Assistant for Managing Directors to reach more efficiency and smooth workflow.

2. Participation in setting up the Organization Chart

3. Maintain Meeting minutes in Efficient Way.

4. Reduce the Administrator's Travel payments by finding innovative solutions for payments to airlines bookings & Hotels fees... without any quality downgrade they used to have.

5. Succeeded to reduce the spent stationary fees share among the company’s Sections

Education

2005 B.Sc. of Commerce, English Section, Tanta University. Egypt

2009 Accounting Diploma, Accountants Syndicate, Tanta, Egypt

Qualification

Professional Ms. Office Course

Advanced Excel Professional Course

English Conversation Course (American University in Cairo)

Experience & Career Records

1- CEO Executive Secretary at Jash Holding Co., Riyadh, KSA

From Sep 2016 up to Now

Objectives & Scope:

Perform a variety of administrative support tasks that are highly confidential and sensitive and ensure confidentiality at all times, Communicate and follow up on pending issues and taking necessary corrective actions as per policies and procedure, Ability to meet schedules and deadlines of the work area,Ability to communicate effectively.

Understand the nature and sensitivity of this position very well, provides Executive assistant & a bridge for smooth communication between the CEO and internal departments; demonstrating leadership to maintain credibility, trust and support with senior management staff.

Duties & Responsibilities

Including and not limited to achieve the following tasks and duties:-

-Perform secretarial, executive, and personal support activities to assist the CEO involved in the development, implementation and executive management

-Responsible for administrative, and secretarial duties related to operations, including note-taking, filling, research, archive and organize all official correspondences, typing, answering telephone calls, and preparing emails and letters.

- Establish and maintain various filing and record management systems.

-Ensures that work is performed in strict confidence and in accordance with modern professional secretarial principles and techniques

-Ensure the smooth running of the office and help to improve company procedures and day-to-day operation

-Responsible for scheduling conferences and meetings; contacting Managing Directors, to participate, and assuring convenient time for all those involved or arranging time changes convenient to all participants.

-Represents the CEO by welcoming visitors, and callers politely, handles their inquiries, and directs them to the appropriate person, to be A positively and professionally liaise with colleagues and visitors

-Handle confidential documents ensuring they remain secure

-Prepare invoices, reports, memos, letters, financial statements and other documents, using word processing, spreadsheet, database, and presentation software.

-Provide a strictly private and confidential personal assistant role to the CEO To manage his workload, and assist him in his tasks on hand, to develop, maintain and review administration systems to achieve maximum efficiency

-Arrange travel, Air tickets & Hotels reservations for the Executives as and when required

-Managing the daily/weekly/monthly agenda and arrange new meetings and appointments

-Gathers and computes information on special assignments, regular reports, & speeches.

2-Chairman Office Manager, Executive Board Secretary at DEEMAH Co., Riyadh, KSA

From August 2014 up to July 2016

Objectives & Scope:

Organizing and coordinating office operations and procedures, to ensure organizational effectiveness and efficiency.

Responsible for arranging and coordinating Board of Directors meetings including preparing relevant documentation, ensuring timely communication, correspondences of relevant information to all the participants and distributing meeting minutes.

Responsible for serving as an archivist to make sure that all historical records and documents are properly documented.

Perform secretarial, executive, and personal support activities to assist administrators and executives involved in the development, implementation and executive management.

Understand the nature and sensitivity of these positions very well and all demanded exceptional requirements needed to keep work smooth and easy such as being ready (24/7days), working out side of the duty hours and/ or holidays. . Etc.

Duties & Responsibilities

Including and not limited to achieve the following tasks and duties:-

A- Office Management

- Design and implement office policies.

- Establish standards and procedures for clients & customers relations.

- Resolve disputes in the office, handling client’s complaints and inquiries.

- Prepare and submit office budgets and expense requirements.

- Evaluate staff performance, review of completed work assignments

- Provides administrative support and performs numerous duties, including scheduling, writing correspondence, emailing, handling visitors, routing callers, and answering questions and requests.

- Design filing systems & ensure filing systems are maintained and up to date.

- Read, revise and screen incoming correspondences, reports, calls and emails.

- Make preliminary assessment of the importance of materials and organize documents; handles some matters personally.

- Welcome and priorities visitors; determine the priority and alert the administrator or executive accordingly. Make referral to appropriate staff to provide requested information.

- Liaise with other internal departments, and outside companies, offices, agencies, & organizations.

B- Executive Board Secretary

- Responsible for supporting high-level executives and management

- Perform variety of administrative or executive support tasks that are highly confidential and sensitive.

- Planning and Coordination Finalizes the schedule for the meetings with the Chairman and the Management Department (MD) Including professional conferences or events.

- Prepares necessary documentation needed for the meetings by coordinating with the relevant functions (through MD’s Office).

- Captures proceedings of the meeting, record and highlight key points, decisions taken and action points

- Prepares summary reports on the planned actions points/queries etc. for the next meeting, ensures timely provision of all the data, information, schedules and reports to the Board; ensures timely response to any queries and action points identified in the meetings.

-Produces information by transcribing, formatting, inputting, editing, retrieving, copying, and transmitting text, data, and graphics.

-Manage and maintain the company's online electronic services and accounts such as (Ministry of commerce, ministry of labor, Insurances, Saudi Post… etc.)

-Contributes to team effort by accomplishing related results as needed.

3-Executive Secretary for GM at Najrani Establishment for Contractors at Dammam, KSA

From July 2009 up to June 2014

Objectives & Scope:

Responsible for arranging and coordinating management meetings (General Manager & Managerial Staff) including preparing relevant documentation, ensuring timely communication, correspondences of relevant information to all the participants and distributing meeting minutes.

Responsible for serving as an archivist to make sure that all historical records and documents are properly documented.

Perform secretarial, executive, and personal support activities to assist General Manager involved in the development, implementation and executive management.

Duties & Responsibilities

Including and not limited to achieve the following tasks and duties:-

- Research, compile, and prepare confidential and sensitive documents, and briefs the General Manager regarding content.

- Update GM on status of issues before scheduled meetings.

- Prepare agenda and collects materials for meetings, speeches and conferences; take minutes and keep records of proceedings.

- Review and edit documents prepared for GM signature.

- Make travel arrangements and ensure to obtain best fares for hotel bookings, airlines tickets...etc. & maintains travel vouchers and records.

- Undertake occasional receptionist duties; Coordinate the flow of information both internally and externally

- Manage the daily/weekly/monthly agenda and arrange new meetings and appointments

- File and update contact information of employees, customers, suppliers and external partners

- Develop and maintain a filing system

- Perform all other related duties for the GM as demanded with no conflict with main assigned duties for the position.

4-Administrative Assistant At Ministry of Justice, Tanta, Egypt

From Jan 2006 up to June 2009

Objectives & Scope:

Responsible for providing administration services in order to ensure effective & efficient operations; also Performs administrative & office support activities for Administration Manager.

Duties & Responsibilities:-

- Oversees all administrative duties & services for all functional areas according to demanded policy.

- Performs administrative services for all functional areas.

- Answers telephone for all incoming & interoffice calls in a professional manner and arrange "callbacks" to protect boss’s time & route calls elsewhere as needed.

- Gathers special report materials, forms & summaries at the request of management.

- Oversees the analysis, maintenance, and communication of records required by law or local governing, or other departments in the organization.

- Maintaining the HR database & personnel files & records (Hard Copies & electronically).

- Coordinates human resources activities such as compensation, labor relations, and benefits employees’ services.

- Reviewing & recommending changes to employee performance & efficiency measures.

- Prepares statements & report relating to national workers attendance.

- Arrange essential mail in priority action order for the manager.

- Provides record & file management, storage & retrieval of files & records.

Skills & Personal Attributes

- Strong and effective verbal and listening communications skills; Fluent in English writing & speaking, Arabic is the Mother tongue.

- Possess Multi-cultural awareness & sensitivity with excellent interpersonal skills.

- Team player skills.

- Analytical & problem solving.

- Decision making skills.

- Organized & Focused

- Stress management skills.

- Effective written communications skills including the ability to prepare reports and proposals.

- Honest & trustworthy, respectful & flexible

- Proactive, Punctual & Timely oriented

Transferable Iqama is available

There is no objection to move and relocate to any G.C.C if required



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