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Office Manager/ Personal Assistant

Location:
Bahrain
Posted:
October 30, 2018

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Resume:

AYAT ISMAIL NEAMA

Villa ***, Road ****, Jid Ali *21

Mobile: +973-********

E-mail: ac7j6b@r.postjobfree.com

Nationality: Bahraini • CPR: 860805387

EXPERIENCED EVENT COORDINATOR AND OFFICE MANAGER

A highly-motivated multi-lingual experienced Communications Coordinator and Office Manager. Known for; professionalism, maintaining a high level of confidentiality and integrity at all times, excellent organisational skills and proven a track record building relationships with senior level stakeholders/ VIPs, clients and colleagues. An excellent team player and creative problem solver with good interpersonal and communication skills. Experienced in conferencing, events and sponsoring, media monitoring, market intelligence and media management, alongside all aspects of office management at the highest level. AREAS OF EXPERTISE

Conferencing & Events Management • Sponsoring • Logistics • Merchandising • Brand Management • Supplier Management • Stakeholder Management • VIP Liaison • Research • Reporting Skills • Creativity • Media Relations • Media Monitoring • Staff Engagement • Office Management • Coordination • Multitasking • Budget Management • Experienced Recruiter • Bahrain Labour Law • LMRA • English/Arabic Translations PROFESSIONAL EXPERIENCE

International Peace Institute Middle East & North Africa, Bahrain - August 2015 to May 2016 Office Manager

Responsibilities:

• Ensured the smooth running of the entire office; by undertaking all aspects of office management including; Director’s diary management, travel and logistics, expenses, developing and implementing new administrative systems, managing all departments, liaising with head office, supporting and responding to client queries.

• Achieved financial objectives by preparing an annual budget; scheduling expenditures; analyzing variances; initiating corrective actions.

• Organised events by securing visits with high level speakers and ambassadors, travel and logistics, agenda development, invitations, briefing packs and press releases.

• Developed and maintained the relationships with Bahrain embassies and officials, vendors and service providers. BNP PARIBAS Middle East & Africa, Bahrain - December 2010 to August 2015 Event Administrator - October 2013 to August 2015

Responsibilities:

• Organised visits to the region by the Banks senior Management including: securing meetings with high level clients / stakeholders, travel and logistic, agenda development and briefing packs.

• Responsible for maintaining the regional events and business conference calendar and all related reporting.

• Undertook high level research into competitors, speaking topics, external conferences and events alongside targeted speakers for internal events.

• Managed all internal and external correspondence in-line with sponsorships including drafting proposals, acceptance and decline letters, delegate briefing packs.

• Project managed all aspects of logistics and execution including; contracts and sponsorship agreements, work back schedules, budget trackers, management of delegate lists and invitations, meetings and action plans, management of sponsorship packages, suppliers and set-up. Alongside booking booth space, marketing collateral, print and productions supplies, hotels and travel arrangements.

• Worked closely with the brand and creative team to assist with the coordination of booth designs, signage and giveaways.

• Ensured that all exhibition / event space met the banks internal standards in terms of space, location, venue lay-outs, traffic patterns, disability accessibility, security measures, size and facilities.

• Supported with marketing components such as PR, research, brand activation and audience analysis.

• Supported the development of an internal client merchandising catalogue, to be utilised by the business and during events / conferences.

• Maintained and managed the teams internal approved supplier lists including all internal KYS and requirements

• Managed the Regional Communications budget process, including invoices, accruals, end of month/ year accounts, maintain a budget log.

• Managed the translation of all Arabic / English documents.

• Continued to support elements of Internal / External communications campaigns, undertook all media monitoring in Arabic and escalated to management internally as appropriate.

• Provided support to the press office with Arabic media enquiries and developed all internal pitch/plan documents. Internal & External Communication Administrator - January 2013 to October 2013 Responsibilities:

• Supported the development and roll out of all internal communications / staff engagement programmes, including; content development, work back schedules, check lists, run thought documents, project plans, research and event logistics.

• Undertook all media monitoring relating to the Bank and its clients – identified relevant articles escalated to management, maintained a tracking log and provided analysis / overviews.

• Worked closely with the management team in the development of all presentations and proposals.

• Supported all internal newsletters, including message development, and following up on approvals.

• Supported the development and updates of Websites and Intranet.

• Worked directly with the Corporate Communications Manager on the organisation and execution of logistics related to media activity, interviews and events.

• Managed the translation of all Arabic / English documents.

• Supported in organisation high level / VIP Client visits, including securing meetings, providing regular updates and developing agendas.

• Owned and developed the teams weekly and monthly reports.

• Responsibility for the development of the teams processes and manual documentation.

• Managed the Regional Communications budget process, including invoices, accruals, end of month/ year accounts, maintain a budget log.

• Supported on aspects of visual identity, logo usage, corporate and office branding, advert resizing within the region, and other branding requests as required.

Office Manager - Executive Management: Regional COO & Deputy CEO; Regional Heads of Communication

& Business Strategy, Chief Information Officer & CEO of BNP Paribas Investment Company - December 2010 to December 2012

Responsibilities:

• Ensured the smooth running of various Senior Management departments across a geographically diverse region; by undertaking all aspects of office management including; diary management, managing and maintaining filing systems, travel and logistics, individual expenses supporting departmental budgets, finance, supporting recruitment, organising all aspects of team meetings and issuing minutes. Implemented office procedures and processes. Also supported and responded to client queries.

• Supported the regional communications team in the design and print production marketing materials, managed the client gift and greetings activities, maintained approved supplier lists. Undertook daily media monitoring in Arabic and supported all Arabic media activity working directly with the Regional Head of Communications and Regional Communications Manager.

• Supported the organisation of the Banks Senior Management visits’ and VIP Client meetings, including securing meetings, providing regular updates and developing agendas. ADDITIONAL PROFESSIONAL EXPERIENCE (Further details available upon request) Office Manager, Kalaam Telecom Bahrain – July 2010 to December 2010 Managed the companies Human Resources and Administrative department alongside all related day to day activities. Responsible for full management of the CEOs diary, travel arrangements; including agendas and logistics. Ensured that all incoming and outgoing correspondence was dealt with in a timely and effective manner, including typing responses, recording of minutes and maintenance of filing systems. Human Resources - Assistant, Jasmi's Corporation - March 2008 to July 2010 Managed all staff recruitment processes including advertisement, sourcing for candidates, arranging interview, formalisation of appointment, appointment letters and new staff inductions. Responsible for all aspects of expatriate employment including the preparation and submission of employment visa applications, coordination of medical checks. Handled all applications and documentation required by government departments including immigration and LMRA. Undertook various office management duties including typing, telephony, management of the HR filing system filing, preparation and execution of meetings and conferences. Handles aspects of customer service and customer contacts. Undertook and other HR activities as requested by the HR manger, whilst maintaining a strictly level of confidence and confidentiality at all times.

Office Assistant, ISMCO W.L.L - November 2005 to February 2008 Provided support with all aspects of recruitment and selection, managed all staff leave records and assisted the HR department with daily activities. Also provided support with any other office related activities as required by line management.

Secretary, Marketing Plus Real Estates - March 2004 to September 2005 Responsible for all day to day secretarial activities, including diary management, travel arrangements, typing, filing and telephony.

VOLUNTARY / CHARITABLE WORKS

Regularly participated in Bahrain Beach Combers activity, to support the clean-up of Bahrain coastal areas. Volunteered at the Rehabilitation Centre in Bahrain, to work with students though a mix of arts, sports and reading. Languages: Arabic – Mother Tongue, English – Advanced / Business Level EDUCATION

International Diploma in Human Resources/Personnel Management Cambridge International College

Diploma in Bahrain Labour Law

Victory Training & Development Institute, Adhari

ADDITIONAL PROFESSIONAL TRAINING

Visual Management – KAIZEN • Creativity • Team Building & Leadership • Time Management • Work Ethics • Comprehensive guide in Human Resources Management • Human Resources/ Personnel Management Program • Entrepreneurship Program • Project Management • Events Management • Managing Projects & Multiple Deadlines • Social Media Marketing in the Middle East • Customer Service

REFERENCES AVAILABLE UPON REQUEST



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