Office Manager / Executive Assistant
Resume:
Nadia Roubin’s C.V.
Objective
A highly organized Executive / Personal Assistant with 20 years of experience in office management providing thorough and skilful administration support to senior executives & directors
Dedicated and focused; able to prioritize and complete multiple tasks and follow through to achieve project goals.
An independent and self-motivated professional and able to grow positive relationships with clients and colleagues at all organizational levels. Personal Data
Name: Nadia Farouk Roubin Ghattas
Address: Bldg. 8, Sector 10, Zahraa Maadi Buildings, Zahraa Maadi, Cairo - Egypt Mobile: +201**-*******
E-Mail: *****.******@*****.***
Date of Birth: 07th January 1978
Place of Birth: Alexandria, Egypt
Nationality: Egyptian
Marital Status: Married
Education, Training and Certificates
a. Education:
2016 – 2017 American University in Cairo
Professional Postgraduate Diploma in Executive Management 1995 – 2001 Faculty of Commerce – Alexandria University Major: Accounting – Grade: Fair
1982 – 1995 Deutsche Schule Der Borromaerinnen (German School), Alexandria – Egypt b. Certificates:
- Handelsdipolom (Commercial Diploma from DSB)
- Fremdsprachsekretaerinnen Diploma from DAHK (Foreign Language Secretaries Certificate from German-Arab of Industry & Commerce)
- Sprachdiplom (German Language Certificate)
- Toeic
c. Training:
6 Weeks Training at the following companies starting from (during the years 1993 – 1995):
- Dekheila Chemicals Co.
- Mohandes Bank
- Danzas
- Egytrans
- DSL
- Zahran
3 months training at Orient Transport (Kuehne & Nagel Co.) Nadia Roubin’s C.V.
2 P a g e
Career History
March 2017 up to date
Office Manager to the Chairwoman & Creative Director Jewellery of Egypt (Azza Fahmy)
Follow-up of the company's operations and completion of the tasks entrusted on behalf of the Chairwoman according to the assigned instructions.
Perform various administrative operations on behalf of the Chairwoman, such as receiving and organizing correspondence, receiving and making telephone calls, writing drafts of letters, reports and presentations.
Transcribes dictation, and composes & prepares confidential correspondence, reports, and other complex documents.
Support the Chairwoman in providing the required data, whether in the form of reports or other.
Manage the Chairwoman calendar and ensures accurate scheduling of appointments.
Organize and attend meetings and ensure that the Chairwoman is well prepared for meetings.
Prepare meeting briefs, presentations; excel sheets and minutes of meetings.
Act as a liaison with other departments and outside agencies, including high-level staff such as CEOs, presidents, senior vice presidents and chiefs. Handle confidential and non-routine information and explains policies when necessary.
Oversee and supervise the administrative assistant(s) and secretary in the Chairwoman’s office to fulfill their job responsibilities and assignments efficiently & effectively.
Oversee & supervise all office administrative requirements, procedures, filing, documentation
(letters, memos, correspondence, agendas, notes and minutes of meetings), data entry, facilities and office equipment.
Oversee the coordination of travel arrangements and scheduling appointments for the Chairwoman.
Oversee & supervise petty cash (business & personal)
Follow through on all pending issues related to the Chairwomen’s affairs.
Perform other responsibilities and tasks as directed by the Chairwoman April 2016 up to January 2017
Office Manager to the Board of Directors
ATCO Pharma for Pharmaceutical Industries
Coordinate between the Board of Directors and the different departments
Prepare correspondences for Board of Directors & respond independently when needed
Manage the daily calendar for Chairman & Vice President and coordinate scheduled appointments
Ensure distributions of necessary documents to the concerned persons.
Screen incoming calls & correspondence and responds independently when possible
Prepare confidential correspondence & reports
Prepare and attend meetings, take minutes of meetings and follow up the action plan
Follow up monthly reports issued by each department and handle these reports according to the Board of Director’s vision.
Arrange flight tickets, hotel accommodations and visas for Board of Directors, staff & visitors.
Perform any other assignment by the Board of Directors. August 2012 – December 2015
Sales & Service Assistant
Evonik Limited Egypt – BU: Feed Additives
Conduct marketing research & market analysis
Assist in recording of sales target, volume allocation, etc.
Order & Contract Management
Order Processing & Follow up
Nadia Roubin’s C.V.
3 P a g e
Sales Support
Provide administrative & organizational support for the local team office
Additional task for timely limited projects after coordinating with the responsible sales manager January 2009 – August 2012
Office Manager
HWP Cairo Planning & Engineering Consultant Ltd.
Maintain administrative, financial, accounting and personnel services in order to assure smooth operations.
Responsible for preparing financial statements
Forecast and develop monthly and annual budget for company expenses
Analyze projects expenses
Develop financial reports to General Management & Project Management
Establish and maintain cash controls
Prepare balance sheets and monthly financial statements
Prepare and reconcile bank statements
Issue and follow up of invoices
Liaise with accounting consultancy to review end of year financial statement
Control office equipment purchases
Supervise the administrative staff
Manage office correspondence, clients directories & filing system
Manage human resources procedures (employee files, leave balance, salary reports) January 2008 – December 2008
Office Manager to CEO
Bavaria Egypt, S.A.E.
Job Duties:
Maintain & establish an updated filing system and database
Prepare correspondence for Chairman & responding independently when needed
Manage the daily calendar for Chairman and coordinating scheduled appointments
Ensure distributions of necessary documents to the concerned persons.
Screen incoming calls & correspondence and responds independently when possible
Prepare confidential correspondence & reports
Manage the purchase of new machines for the factory renovation. Correspondence with overseas suppliers (offer request, receiving and evaluating technical & financial offers, making the order), follow up shipments and effect the payments. Prepare for the machines installation and arrange for technical training for the factory engineers and workers.
Arrange details for travel plans, routes, and gather need for travel-related meetings. October 2004 - December 2007
Sales Assistant
Evonik Degussa Cairo Regional Office (Degussa Trading Egypt) – BU: Feed Additives Job Duties:
Order processing (issuing proforma invoice, follow up payments and shipments, receive & process the customers’ complaints)
Organize and coordinate logistics for events, workshops & seminars
Prepare reports & market research
Arrange flight tickets, hotel accommodations and visas for staff & visitors.
Secretarial Works
July 2003 – October 2004
Executive Assistant to the MD and Finance & Administration Manager Master Builders Technologies – Egypt
Job Duties:
Process Overseas Orders (Issuing proforma invoices, follow up payments & shipment documents) Nadia Roubin’s C.V.
4 P a g e
Prepare costing sheets for finished products
Enter new codes for finished products, raw & packaging materials
Enter production data to the system
Review data entry
Arrange flight tickets, hotel accommodations and visas for staff & visitors.
Secretarial works
June 1998 – June 2003
Office Manager
GENCO Geotechnical Engineering Contractor Ltd. (Keller) Job Duties:
Collect data for the projects’ sites and prepare daily, weekly & monthly reports
Prepare budget sheet for forthcoming projects
Responsible for organizing meetings & seminars
Arrange flight tickets, hotel accommodations and visas for staff & visitors.
Secretarial works
December 1995 – June 1998
Executive Secretary to the Operations Director
Fine Foods Group – Unilever
Job Duties:
Prepare monthly production reports
Prepare cost estimation sheets for forthcoming projects
Arrange meetings & seminars
Arrange flight tickets, hotel accommodations and visas for staff & visitors.
Take minutes of meeting of the Working Capital Committee
Work with R&D Department and Planning & Purchasing Dept.
Arrange master files for the finished products.
Secretarial Works
Skills & Qualifications
a. Language:
- Arabic (mother tongue) - German
- English - French
b. Translation:
- English / Arabic & vice versa
- German / Arabic & vice versa
c. Typing:
- English - Arabic - German
d. PC Literature:
- WinWord - Access
- Excel - Outlook Express
- Power Point - Lotus Notes
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