Executive Assistant Personal

Fareeda Rostam – Page *

Fareeda Ghareeb Rostam

House 152, Road 3502, East Riffa 935, Kingdom of Bahrain Mobile: +973-********

Email: *******.******@*****.***

Nationality: Bahraini

Date of birth: 24th September, 1973

Profile

Bilingual Personal Assistant to senior management - sound experience and good academic background in office management and administration.

Excellent communicator in both Arabic and English – Written and spoken.

Self motivated and takes initiative

Keen to foster a cooperative work environment to achieve results

Team player and fully committed to my work

Forward thinking and positive attitude

Good coordination

Straight forward

Flexible

Computer Proficiency:

Specialist in Microsoft office software :

(MS. Access, Word, Excel, PowerPoint. And have a strong background on many windows based programs and commercial packages.

Very good typist in both Arabic and English.

WORK EXPERIENCE

March 2017—Present

Responsibilities:

Trowers & Hamlins (Legal Firm)

Legal Secretary

1. Providing full secretarial support to your designated fee-earners 2. Assisting with telephone calls (internal and external) ensuring that messages are noted and communicated efficiently

3. Responsible for ensuring that all filing is kept up to date and, client files are compliant with Lexcel procedures

4. Providing support to secretarial colleagues, both in and out the department, as required

5. Typing and word processing – including emails, letters, faxes, file notes, memos, long documents, tables, PowerPoint, and occasionally Excel spreadsheets

6. Formatting and presentation of documents – including use of tables of contents, and creating .pdf files

7. Producing and/or amending documents from digital audio dictation, hand written notes, and copy typing

8. Preparation and amendment of long documents using DeltaView, tracked changes, and a document management system

Fareeda Rostam – Page 2

9. Proofreading of work to ensure that all completed documents are delivered accurately, including with good grammar, spelling, and to an appropriate high standard using the firm's house style

10. Liaising with colleagues and clients to arrange meetings, videoconference and teleconference, including booking facilities and arranging resources 11. Travel arrangements

12. Establishing processes to ensure efficient delivery of work 13. Proactive maintenance of effective manual and electronic filing systems 14. Maintenance of effective reminder and follow-up systems 15. Covering switchboard when necessary

16. Liaising with clients

17. Preparing monthly bills

18. Opening new files in accordance with office procedures and keeping all filing up-to-date

19. General office administration

20. Assisting other team members when required

Jan 2016 – March 2017

Responsibilities:

International Investment Bank – IIB

PA to the CEO

1. Full admin responsibilities including correspondence, scheduling meetings, faxes, photocopying; messages; communications and schedule management 2. Filing – maintain a filing system for ease of use; and to secure all documents from loss and/or unauthorised access

3. Diary – maintain a diary of upcoming events.

4. Document control – follow up information requests to ensure timely receipt of documents and information.

5. Travel arrangements – make full travel bookings for airfare, hotel, car etc 6. Trip expenses – prepare expenses forms (“Expense Diary Sheet”) 7. Minutes – take and write minutes of meetings.

8. Contacts – manage the contact database.

9. Reports - provide “ad-hoc” reports on request by supervisor. 10. Correspondence - prepare all required internal memos and external correspondence.

11. Database – update entries, print reports and manage all requirements. Oct 2012 – Oct 2015

Responsibilities:

PineBridge Investments Middle East

Executive Assistant to Managing Director, Marketing & Communication and Head of Legal – Legal Counsel

1. Provide full administrative support to assignee(s) inclusive of:

Schedule and diary management—phone calls, meetings etc

Maintenance of business calendar.

Typing of documents

Correspondence (email and letter formats) and report drafting and follow up, etc.

2. Write presentations and edit documents for Executive Management Meetings in NY and the GCC

3. Timely payment and expense management processing 4. Managed global Communications & Marketing budget (external and internal Fareeda Rostam – Page 3

stakeholders)

5. Liaised with finance, and wrote a manual for all assistants for expense management. Conduct training for new hires

6. Conference and meeting management—invitations, hotel and meeting room logistics, F&B management and document presentation 7. Press conference support; and press and media liaison as needed—schedule press briefing and press trips

8. Arrange regular press clippings and distribution 9. Legal: Filing according to strict protocol for data to secure documents; and ensure global access

10. Liaised with internal and external teams, vendors, consultants to achieve positive results

11. Conduct research on key topics as assigned, highlighting relevant information 12. Maintain an up-to-date database of all contacts and official correspondence 13. Managed full travel for employees; as well as clients, and guests –both externally and from other offices in a seamless manner. Functional Responsibilities:

1. Budgetary responsibilities

Maintenance of Budget and matching on a monthly basis

Following up on invoices and bills

Ensuring compliance with all financial regulations by department 2. Maintain an up-to-date database of all contacts and official correspondences of the assignee(s)

3. Liaise with Internal Support Departments on relevant requests such as v

Arranging for employee / guest transportation

Guest visa issuance

Catering for internal / external meetings

Stationary

4. Maintenance of multiple expense report / documentations Jan 2011 – Sept 2012

Responsibilities:

Bahrain Mumtalakat Holding Company

Corporate Communication

Executive Assistant to VP Corporate Communication

1. Provide full administrative support inclusive of: 2. Managing phone calls.

3. Maintenance of business calendar.

4. Preparation of PPT presentations

5. Preparation of meeting minutes.

6. Typing of documents

7. Filing (both hard and electronic versions), scanning and other 8. Correspondence (email and letter formats) and report drafting and follow up, etc.

9. Maintain an up-to-date database of all contacts and official correspondences of the assignee(s).

10. Manage assignee(s)’ and their guests travel related bookings; visas and other related matters as needed

11. Assist team members in daily work—organize press conference, press briefings.

12. Assist in press clippings, and dissemination of material and information. 13. Schedule press briefings, press trips

14. Manage department training requirements and organization 15. Prepare and update departmental annual leave plan (when applicable). Fareeda Rostam – Page 4

16. Coordinate project – based work.

17. Provide occasional support for assignee(s)’ personal business. Bahrain Mumtalakat Holding Company

Corporate Communication

Executive Assistant to VP Corporate Communication

Budgetary responsibilities

1. Maintenance of Budget and matching on a monthly basis 2. Following up on invoices and bills

3. Ensuring compliance with all financial regulations by department Nov 2009 – Dec 2010

Main Activities:

BNP Paribas Bank

Regional Management

Personal Assistant to Regional COO & Deputy Regional COO 1. Secretarial duties – general correspondence, typing, filing, mailing, stationery supplies.. etc

2. Travel Arrangements – organize visas, tickets, hotel bookings etc 3. Scheduling and organizing of meetings (internal, external) for both GCC Management as well as for global visiting teams

4. Updating of electronic diary

5. Updating of contact list

6. Control of Archive Documentation

7. Control and maintenance of electronic shared folder 8. Preparation of presentations

9. Assistance in budget exercise

10. Upkeep of attendance records

11. Other general administrative tasks

June 2004 – October 2009

Main Activities:

Ernst & Young Middle East Head Office

Executive Assistant to Partner - Technology & Knowledge Management & Partners Matters Affairs

Working mainly for a Partner who is handling the Partners Matters, Middle East office Administration, Legal and Technology & Knowledge Management (IT). My main duties are general executive secretarial duties, day to day self- correspondence including maintaining an up to date filing system and updating legal entities ... etc.

May 2000 – May 2004

Main Activities:

GMI – Gulf Media International

P. A to Managing Director & Production Officer

Working mainly for the Managing Director. My main duties are general secretarial duties, day to day self-correspondence including maintaining an up to date filing system, dealing with clients and advertisers. Also dealing with the production

(printing) of the signs.

1998 –1999

Arab Insurance Group (ARIG) B.S.C.

Shareholder Officer/Exec. Sec

Fareeda Rostam – Page 5

Main Activities:

Work with a high level shareholders, prepare Arabic/English reports and presentations, administration of shareholders' register, answering all their enquiries and dealing with complaints (Arabic/English), general secretarial duties, prepare all the documents and files for the Assembly General Meeting (Arabic). 1995 – 1998

Main Activities:

American Express (Amex Middle East E.C.) Bahrain

Executive Secretary/Administrator

Worked mainly for the Director of Sales & Marketing. My main duties included dealing with cardholders enquiries and gift fulfillment. Also general secretarial duties including maintaining an up to date filing system and day to day correspondence.

EDUCATION / QUALIFICATIONS

1992 University of Bahrain, Bahrain

Orientation in Business / Office Management

1991 Isa Town Commercial School, Bahrain

OTHER PROFESSIONAL COURSES

1998

1998

Regency Inter-continental Hotel, Bahrain

Customer in Focus

Bahrain Institute of Banking & Finance (BIBF) Bahrain

Marketing (March, 98)

Excel (February, 98)

Beyond Secretary (October, 97)

Winning With Customer Service (June, 97)

Business English (April, 97)

OTHER PROFESSIONAL COURSES

1997 Gulf Academy, Bahrain

Executive Secretarial Diploma (finished one course) 1993 Delmon Academy, Bahrain

Certificate in PC Hardware Maintenance (Passed With Credit) 1992

1990

Bahrain Training Institute, Bahrain

Word Processing Course

Polyglot School, Bahrain

English Language Certificate

LANGUAGES

English Fluent (reading, speaking and writing)

Arabic Fluent (reading, speaking and writing)

Farsi Fluent (reading and speaking)

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