Office Manager
Resume:
Heba Ahmed Ibrahim El –Khodary
* ***** ***** ******, **** City, Cairo
(02)22719154 – 012/23266558
E- mail: ****.***********@*****.***
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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