Heba Ahmed Ibrahim El –Khodary

* ***** ***** ******, **** City, Cairo

(02)22719154 – 012/23266558

E- mail: ac55ag@r.postjobfree.com

Objective:

Seeking a challenging opportunity in a well-established organization in the fields of marketing, public relations or administration.

Education:

Bachelor of Art - Mass Media & Communication,6th of October University, 2000

Major: Radio & Television

Minor: Public Relations

Degree: Very good with Honor & the 1st for 4 years all over my College

Coursework: Public relations, Broadcasting, Marketing, and Journalism

Thanaweya Amma: Science Section, Port said Language School, 1996

Experience:

Senior Admin Assistant (Acting As Administration Manager)

Sorouh Development – Real Estate Company

(Feb 2018 till now)

Main Purpose of the job:

Provides supplies by identifying needs for reception, switchboard, mailroom, and kitchen; establishing policies, procedures, and work schedules.

Provides communication systems by identifying needs; evaluating options; maintaining equipment; approving invoices.

Purchases printed materials and forms by obtaining requirements; negotiating price, quality, and delivery; approving invoices.

Overseeing the day-to-day operations of the office. This may include ordering supplies, scheduling maintenance of the office’s equipment and computers, maintaining meeting schedules and writing or reviewing contracts.

Communicating with administrative staff in every division of the business to oversee all admin needs and coordinate between departments and provide admin support for them.

Manages all administrative support functions, including office organization and procedures, records, document controlling and filling system, meetings and events planning.

Communicate between employees and upper management

Set up travel arrangements, itineraries, airline reservations, shuttle service and hotel accommodations.

Organized management and staff calendars and provided appointment reminders

Ordered all office equipment and supplies

Manage and supervise all secretarial work and the internal admin service for the office

Manage the company correspondence and lead and support secretarial and receptionists’ staff.

Coordinate with the Board coordinator for board admin work.

Administrative Officer (Secondary Y11-Y12)

MES School (May 2016 till Dec 2017)

Main Purpose of the job:

To be an ambassador for the school when meeting parents and other visitors and to act as a first point of reference when people arrive.

To provide secretarial, clerical and administrative support to the Head teacher, Deputy Head teacher, Senior Administrative Officer and other staff.

Contribute to the overall ethos/work/aims of the school and meeting the needs of the children.

Be aware of and Support difference and ensure equal opportunities for all

Main Areas of Responsibility:

1.Customer Focus

a. ‘Model’ excellent professional relationships with children, parents and other professional’s in the school.

b. Provide an excellent administrative service to the Secondary section (Y11- Y12).

c. Offer helpful, friendly, approachable and professional service at all times and take appropriate action on own initiative, resolving minor matters, referring more serious matters to appropriate member of staff.

2.Communication

a. Adhere to school procedures and ensure that staff receives messages (telephone, email, fax, face to face) promptly and accurately.

b. Maintain notice boards, update timetables/rotes, sort and distribute mail.

3. Administration

a.Provide general confidential secretarial service to Head teacher, Deputy Head teacher, Senior Administrative Officer and other staff, to include word processing, correspondence, reports, references, mail, diaries, appointments and meetings, maintain general and confidential filing systems, provide hospitality as required.

4. Stock Control

a. Check in goods, return unwanted items, arranges repair/servicing.

b.Raise orders where required ensuring that they are in putted on to the school’s financial system.

5. Publications

a.Assist with paperless methods of communication by sending out emails and post the newsletter. Photocopy and send out letters, assessment and send reminders to parents.

6. Data Management

a.Maintain high standards when managing confidential information, complying with the school’s data protection procedures and legal requirements at all times.

7. Attendance

a.In conjunction with SLT & Learning Mentor work with stakeholders in order to promote good attendance and to achieve attendance targets.

b.Follow school attendance procedures .Produce attendance and dinner registers annually, include all details as required. Maintain and edit termly.

c.Monitor registers and on a daily basis, call families where children are absent and send absence/lateness letters to parents with support from the school business manager as appropriate.

d.Enter daily attendance on the database.

e.Produce attendance certificates upon request. Attend meetings about attendance with the SLT.

f.Show new teaching staff how to fill in registers correctly.

8. Information Communication Technology

a.Maintain in spreadsheets.

b.Maintain effective administration in the absence of the School Business Manager.

9. Admissions/Pupil Data

a.Process pupil admissions in accordance with admissions policy.

b. Maintain pupil database, amend/update records on the system, and print reports attendance.

Office Manager (CEO)

Olympic Group (Electrolux) (Sep, 2013 – Till May 2016 )

Executes a variety of diversified administrative functions & Provides superior secretarial skills in a highly responsible manner.

Opens mail, screens and prioritizes for the CEO’s attention and action, distributes outgoing mail and maintains a follow-up system for assigned actions

Implements new procedures to enhance productivity of the office and organizes systems for tracking large volumes of paper flow.

Work Analytical and problem solving skills

Manages deadlines and cost effectively and recommends ways to reduce cost and enhance work processes, all within the big picture of the organization.

Maintaining up to date CCH agenda & management of calendars.

Arranging travel & accommodation

Organizing registration for Conferences

Mail organize, screen, respond or field to appropriate person / department

All secretarial & office management tasks

Takes minutes of meeting, put the taken decision in an action plan then send it to the relevant attendees

Organizing the office layout & maintaining supplies of stationary & equipments

Maintaining the condition of the office & arranging for necessary repairs

Maintains Calendars, schedules & coordinates appointments

Receives calls, greets visitors, takes & relays messages

Responds to requests for information provides information or direct caller visitor to appropriate individual

Follow up with the administrative assistant on scheduling requirements of all team members, including travel & transport arrangements

Open, sort & distribute incoming correspondence, including faxes & e-mails, file, records, reports.

Handle reservations of meeting rooms & needed requirements.

Carry-out registration procedures for conferences

Controlling the petty cash & the invoices

Organize process of all provides invoices & revise it with the finance department

Visits arrangement.

PR & Marketing responsibilities :

Planning, implementation and follow-up for all special events and annual receptions.

Supervise and coordinate with event contractors.

Organize facilities and manage all events’ details such as decor, catering, entertainment, transportation, location, invitee list, special guests, equipment, promotional material etc.

Cooperate with marketing and PR to promote and publicize event.

Proactively handle any arising issues and troubleshoot any emerging problems on the event day.

Prepare nametags, materials, notebooks, packages, gift bags, registration lists, seating cards, etc

Keep track of event finances including check requests, invoicing, and reporting

Prepare and modify event contracts as requested

Coordinate appointments and visits to see our space, and scheduling of events on the calendar

Event Planer :

Detail oriented Result/goal oriented Self-Motivated Articulate Creative

Strong verbal communication skills for dealing effectively with all types of personalities.

Superb organizational skills – Ability to prioritize, multi-task, lead, direct, and solve problems effectively.

Planned, coordinated and executed events – Oversaw the planning and execution of logistics and operations for private meetings, conferences, road/trade shows and special events.

Managed all sort of the event operations – The facility selection, contracting, pricing, transportation, accommodations, food and beverage selections and audio/visual service arrangements.

Insured the events went smoothly and the feedback from attendees was exceptional

Meeting with clients to discuss the specifications of the events

Calculated estimated cost of different type of events

Assistant Thrombosis 1 & 2 (Line Managers)

Sanofi-Aventis (May, 2007 – Till July, 2010)

Managing all administrative paper work ( Expenses, leaves, Car Repair orders, Car Loan, order to pay, etc ) for both Lines

Communication rule ( Collecting & consolidating all data ) between both line managers & all field force members

Initiating and monitoring PR & perform booking & arrangement for both teams activities ( Cairo & outstation )

Sending and receiving faxes & courier packages

1-Managing office affairs for the sales:

Handling correspondences (in/out faxes, e-mails, memos, .etc.)

Controlling the petty cash of the department, ensuring its settlement and reimbursement against invoices with the necessary approvals needed (if relevant)

Developing & following up the filing system of the office.

Answering & transferring phone calls.

Preparing & following up all OTPs, PRs, Repair orders, expense sheets, traveling advances, courier, .concerning the staff with the departments concerned.

Arranging appointments & daily agenda.

Take minutes of meetings.

Ordering the required stationary items to keep available stock for the office needs.

Preparing presentations upon request

2- Arranging for events & travel:

Coordinate with Travel & Event coordinators trips' logistics.

Arrange the issuing of visas.

Arrange air tickets booking.

Arrange accommodation booking.

Handle reservations of meeting rooms & needed requirements.

Carry-out registration procedures for conferences & seminars

Issue PRs for reservations.

3-Follow up customers’ affairs

Prepare the monthly plan for the medical representatives.

Register data of new patients & doctors & orders from hospitals & pharmacies.

Prepare price lists for customer

4-Others

Respect of company’s values, code of ethics and social charter.

Respect of personal data protection charter.

Comply with HSE and abide by the driving and safety rules.

Perform other duties as assigned

Executive Secretary:

Lund beck Egypt: (Multi National Danish Company, Fieldwork: Pharmaceutical),

October 2002 – June 2004:

Managed all the secretarial work

Handled the filling system, sending & receiving faxes and typing,

Carried out all administrative work

Arranged all the events as the cycle meetings, conferences, training, dinner for management, reservation for the hotels locally & abroad,

Dealt with all the travel agencies & hotels & companies attending meetings, and handle travel arrangements

Responsible for sales and marketing reports & minutes of meetings

Assisted the sales, marketing & finance departments in all the administrative work

Responsible for the stationary

Responsible for the store

Secretary:

Conserv Company (Fieldwork: Real estates), August 2000 – October 2002:

Consult with expatriate clients to clarify their property needs & discuss their options.

Organized clients’ visits to the properties they had selected.

Maintaining filling system & other administrative work assigned by the manager

Followed up with the clients & updated the records of the available properties.

Finalized deals, arranged meeting & negotiated rental contracts between the owners & the expatriate tents attend meetings

Handled travel arrangements.

Typing & filling of English reports, contracts & any other correspondence.

Responsible for the preparation of property files

Courses:

Designer Graphics, YAT Education Center, March – August 2000

Course Work: Windows_ internet_ photoshop_Freehand_3Dm

Skills and Qualifications:

Strong time management skills

A proactive approach

Excellent organizational skills

The ability to handle a budget and meet clients’ expectations

Leadership and people management skills

Language Skills

Arabic: Mother tongue

English: Excellent writing, reading and Speaking

Computer Skills:

Proficient user of MS Office (World - Excel - power point - Access- Out look) & Internet

Typing English & Arabic.

Hobbies and Interests: Traveling, swimming, Reading.

Personal Data

Date of birth: August -1978

Marital Status: Married

Children: 3 Child

Nationality: Egyptian

References to be furnished upon request

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