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Executive Admin Assistant

Location:
Ajman, Ajman Emirate, United Arab Emirates
Posted:
September 25, 2018

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Resume:

DHEKRA BEN JEDDOU

Sheikh Zayed Road, Dubail 056-***-**** l ac66fa@r.postjobfree.com

Professional profile

Dedicated and technically skilled business professional with a versatile administrative support skill set developed through 8 years of hands- on experience as an office manager, secretary, administrative assistant and PA in various sectors such as Engineering, Construction Contracting, Private Security services and hospitality

Excel in resolving employer challenges with innovative solutions, systems and process improvements proven to increase efficiency.

Key technical Skills

Office Management

Teambuilding & Supervision

Proficient in Government e-procurement portals.

Prequalification preparation

Technical tender preparation

Online tender submission

Tender Analysis preparation.

Knowledge of procurement process

Report & Presentation Preparation

Spreadsheet & Database Creation

Accounts Payable/Receivable

Staff Insurance renewal

Knowledge of HR process

Records Management

Meeting & Event Planning

Inventory Management

Expense Reduction

Petty cash management

Collection

Tri-lingual

Education

Faculté des Lettres et des Sciences Humaines de Sfax (Tunisia)

May 2010

Licence Appliquée en Anglais des Affairs

Phoenix Educational Institute - Dubai

Feb 2014

Certified Human resources Management professional

Experience

Azizi Investments. Dubai

May 2018 to July 2018

Personal Assistant to CEO

Supervise the smooth flow of the operations within the organization offices.

Follow up on the tasks giving to the general Managers.

Distribute tasks to different departments and lease between staff.

Looking after CEO personal bank Accounts and cards payments

Oversee and coordinate family related tasks

Involved in other operational tasks as needed.

Fairmont Hotel (Part of Accor Hotels), Ajman

March 2017- May 2018

Executive Admin Assistant to General Manager

Administer the day to day operation of the Executive Office

Handle part of the Hotel social Media and booking Platforms

Prioritize all telephone calls, in person visitors and schedule appointments

Support internal Hotel Projects, tracking necessary action and updating reports as progress is made

Keep records of General Manager’s Expenses and prepare necessary expense reports

Create and develop presentations for General Manager

Maintain Confidential filing system for correspondences, policies, standards, regulations and various matters related to the general Manager ‘s office

Assist Departments Leaders in completing special Projects as required

Schedule and manage the General Manager’s calendar and travel arrangements (flights /hotel bookings & calendar)

Schedule on-site & off-site meetings, conference calls, prepare meeting’s agendas, take & distribute minutes and complete arrangements for meeting venues and food and beverages as required

Draft and/or prepare memorandums and business correspondences ensuring the accuracy of the of all documents provided

Support internal Hotel Projects, tracking necessary action and updating reports as progress is made

Assist with and support staff events as appropriate, such as leadership meetings, Executives retreats, Staff reception

Act as liaison between various departments and General Manager

Ensure VIP Amenities requests from General Manager are handled in a timely manner

Maintain and track gift certificates / donations files and assist in making reservations

Member of the quality committee

Member of the sustainability committee

Achievement:

7 Nominations for employee of the month & 1 nomination for leader of the quarter

& 1 nomination for Memory Maker

Completed Accor Leaders Training Certificate

Graham Jones Al Ewan engineering Consultant, Abu Dhabi

March 2016- February 2017

PA/ Admin & Projects Coordinator

Prepare Service offers /Quotations/proposals and send to clients

Releasing Tenders to contractors and Tender Bulletins

Prepare technical and commercial part of incoming tenders and releasing the full Bid submittal

Attend meetings to resolve tender related issues

Attend meetings for company introduction to new Clients. (As part of the sales & Marketing Plan)

Producing all sorts of agreements and contracts (MOU/MOA/POA/JV/CONTRACTS)

Coordinate the flow of information both internally and externally.

Scheduling meetings

Book Air Tickets to MD

Follow up and update RFP’ status/company tenders

Handling insurance policy renewal for staff(enhanced)

Handling PI/PL/WCA policies renewal

Follow up with clients on outstanding payments/ collection.

Being involved in the office accounts/payables/ receivables reports.

Write emails on behalf of MD

Attend events /fairs with MD

Interviewing Candidates

Attend meetings with clients with /and on behalf of the manager outside office whenever needed4

Skill Force Security Services, Abu Dhabi

May 2014- February 2016

PA to Business Development Manager

Working in a Security company Skill force Security Services (SFSS) –a part of the Al Baraka Holding Investment Group, In Abu Dhabi, to provide Extensive administrative support.

Administrative:

Receiving Documents from staff and departments and make sure to know its purpose and details in order to prepare Signature Book to BDM, and making sure all Urgent Documents are on top and not delayed

Screening BDM emails and sorting out the most important and remind the Manager about it.

dealing with incoming email, faxes and post, often corresponding on behalf of the manager;

Occasionally meet potential clients and Suppliers out of Office

being involved in decision-making processes (while the yearly staff assessment activity for instance and other occasions)

Providing efficient / effective coordination, planning and supporting daily operational and Administrative function to the BDM office including diary management.

Act as a primary point of contact for all employees and external parties on matters pertaining to the management office, and thus responsible for projecting a positive and professional image.

deputizing for the manager, making decisions and delegating work to others in the manager's absence

Maintain contact reference lists

Writing memos /maintaining a log for letter/memos reference.

Being liaison between DIC/DXB stuff and our Head in AUH office to make sure their requests are forwarded to the concerned person.

Preparing and editing correspondence, reporting, analysis and presentation of data.

Organizing and arranging all requirements relating to events / meetings (including Minutes of

Meeting) as well as revision/cancellation of the same.

attending events/meetings (Intersec, ASIS, international exhibitions)

Responsible to coordinate with (DIC & DXB offices) and the internal department to ensure

completion of department goals / activities and alignment with management objectives.

tracking necessary action and updating reports as progress is made both individually and as a

company

Ensuring that staff uniforms and personal appearance are always clean and professional

Assisting in the recruitment process, as being liaison between the agent and our HR Department for Document Collection/ visa issuance / and record keeping

Assist BDM with Other Personal tasks (Bank Deposit, Bills Payment, Hotel booking…)

Office Petty Cash

Being Responsible for AED 50,000.00 of petty Cash

Handling distribution of petty cash for Dubai office

Making reimbursement claims and following up with (Accounts/PMV/Cost depts.)

In cashing cheques

Paying utility bills for Dubai Office

Submit and reconcile expense reports (Sending daily petty cash report to accounts)

Assist & support Marketing & sales team

Assist in Tendering Process resourcing and submittals / technical part

writing emails on behalf of Marketing Manager /letters

communicating with clients / for company introduction purpose

produce monthly Marketing Report

Maintaining a log for clients contact details.

Being Reliever for sales Assistant (when on leave and follow up with clients to collect the necessary legal documents and with legal department to collect contracts and forward it to clients after being signed by our Management.

Then make sure that we receive that contract copy signed by client and handover the original to

Accounts Department and file a copy for Marketing & Sales Reference

Receiving and Responding to Incoming Client Inquiries in coordination with Marketing & Sales Manager.

Occasionally preparing Quotations

Being the reference point between Accounts & Marketing (with regards to contracts as in number of guards/ rates/changes of terms/amendments…)

Achievement:

Established document controlling and a Filing system conforming to ISO standards

suggested recommendations and Participated effectively in the write up of the company profile/brochure

Maintained an accurate and precise record of the petty Cash and office expenses.

Participated efficiently in several Successful tenders

Spark Building Contracting, Abu Dhabi

April 2012- May 2014

Secretary to General Manager

Control the incoming invoices, check them in an up to date database and distribute them to the

concerned department

Prepare LOA’s and RFQ’s and follow up with the suppliers to get quotations.

Support HR department in recruitment process

Assist Estimation department in tendering activities mainly

Screening calls and emails and forwarding important emails to the concerned staff.

Typing (Arabic and English correspondences)

Sorting and distributing incoming post

Produce and distribute correspondence memos, letters, faxes and forms

Sending outgoing post

Organizing and storing paperwork, documents and computer-based information

Liaising with staff in other departments, Projects Sites and with external contacts.

Meet and greet clients

Look after couriers

Check office supplies/stationery And



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