Los Angeles Office Manager

Theresa Ghobrial

Los Angeles, CA

Highly capable skilled at prioritizing tasks with ease.

Brings several years of experience supporting executives with careers that are both high stress and high profile. Work Experience:

Office Manager

(From June 2023 to July 2024)

(Legal Assistant & Responsible for Customer Service)

(From March 2018 to June 2023)

At Law Offices of Gihan Thomas – Los Angeles, CA, USA

• Trains new staff regarding firm procedures and information systems

• Supervises and counsels support staff

• Recruits and assists in hiring new non-attorney employees

• Conducts performance evaluations that are timely and constructive

• Handles discipline and termination of non-attorney employees as needed and in accordance with company policy

• Manage attendance and leaves with the business owner

• Delegate daily work to staff and follow on them along the day with the business owner

• Review applications and files and work done by staff daily

• Handle heavy daily phone calls and reply clients needs

• Track daily incoming and outgoing emails and making sure all saved on clients’ files and been replied by staff and I, when needed

• Track daily all incoming and outgoing mail

• Prepare, arrange and coordinate material related to social media regarding immigration for the business owner

• Track all new articles related to country conditions for asylum cases.

• Daily review all scans and labels for all outgoing mail

• Tracking and entering all new clients and removing completed cases on data base sheet (for asylum and court cases)

• Providing all needed documents, explanation and preparations for clients prior asylum interviews with USCIS

• Contact clients regarding their payments related to their retainers when needed

• Track and review all data base entry for new clients hiring the office

• Manages the day-to-day operations of the office; prioritizes use of support staff and facilities

• Manages the daily operations of information systems

• Manages equipment, office services, and facilities

• Manages schedules and appointments including trial dates and hearings, and meetings and travel

• Maintains a professional and positive work environment by facilitating effective communication and information sharing among professional, paraprofessional, management, and support staff

• Prepares legal correspondence and documentation

• Participates in strategic planning process with management to identify and accomplish short- and long-term organizational goals

• Prepares the organizations budget

• Performs or facilitates and delegates accounting functions as needed. These may include billing preparation of financial statements, management of reports, and collections

• Consults with outside accountants for audits, preparation of tax returns, and the production of other reports as required by law

• Drafts and implements operational and human resource policies and practices to ensure quality services

• Assists with human resource management as needed

• Performs other related duties as assigned

• Meet and handle clients on behalf of the attorney (owner)

• Deal and solve all client’s problems

• Communicate with USCIS via emails and phone

• File all USCIS forms and applications and aware of all the requirements

(either paper work or online filling)

CEO's Executive Secretary & Acting Office Manager

At Road & Transport Authority – Dubai, UAE

(from November 2006 to September 2017)

• Copy Maintained calendars for the CEO. Handled the scheduling of appointments and overall calendars for senior leadership

• Managed mail and both incoming and outgoing correspondence, mail, email and faxes

• Planned and executed meetings, events and conferences including conference calls and attended meetings to take meeting minutes

• Scheduled weekly, monthly and annual offsite visits with top national and international executives

• Handled the scheduling and logistics planning for conferences and monthly meetings

• Initiate routine correspondence and get approval of the CEO, and type documents and monitor the follow-up of correspondence to ensure control over the closeout of correspondence

• Ensure the timely submission of business measurable objectives to the CEO

• Prepared and staged properties for customers

• Provided administrative support to the CEO and members of all committees which he is leading while maintaining confidentiality

• Conducted research to prepare, gather and proof briefing materials, agendas and decks for all executive-level meetings

• Located and attached appropriate files to incoming correspondence requiring replies

• Ordered all office stationaries and supplies including ink cartridges, toner and paper

• Acted as a point of contact for researching and the gathering of information

• Helped, collaboration and clerical support to auditors throughout the entire reviewing process

• Managed the CEO's complex and frequently changing travel arrangements and coordinated the pre-planning of trips, travel itineraries and accommodations

• Greeted visitors entering the office, determined the nature and purpose of visit and directed them to the appropriate destination

• Worked collaboratively with auditors throughout reviews, offering assistance and clerical support

• Managed external contacts for CEO and kept track of periodic communication needed for priority

contacts

• Wrote and reviewed tickets to request maintenance to various types of equipment.

• Manage the Information System to enhance and improve the same for efficient use, ensure that system back up is done for all files

• Utilized customer feedback to recommend corrective action to executive leadership

• Resolved customer issues quickly and effectively to increase customer satisfaction ratings by 100%

Chairman's Executive Secretary

At Space Consultant Engineering (Real Estate Company) – Dubai, UAE

(from October 2005 to October 2006)

• Organizing agenda for the Chairman

• Carefully wrote down all phone messages and relayed them to the appropriate personnel

• Filling system for all office incoming and outgoing letters, faxes and mails

• Handling the internal procedures for documents related to any client

• Assisted with correspondence, reports and special projects

• Managed executive calendar and coordinated weekly project team meetings

• Ordered all office supplies including ink cartridges, toner and paper

• Translating some of outgoing faxes and mails from English to Arabic and vice versa

Office Secretary

At EBMC - Dubai, UAE

(from March 2005 to September 2005)

• Coordinated travel accommodations for staff and out-of-town visitors, including vouchers, agendas and transportation

• Greeted, assisted and directed visitors, vendors and the general public, employing a professional, courteous and respectful demeanor

• Coordinated office inventory by restocking supplies and placing purchase orders

• Drafted contracts, budgets and various reports with direction from manager

• Greeted customers and visitors in-person and via telephone calls

• Oversaw inventory and office supply purchases

• Recorded new hires, transfers, terminations, changes in job classifications and merit increases to main human resources files

• Translating some of outgoing faxes and mails from English or French to Arabic and vice versa

• Performed diverse office assistance functions as required

• Maintained high levels of confidentiality to maintain customer confidence and protect operations

Chairman's Executive Secretary

At Angelotel Nile Cruises - Cairo, EGYPT

(from June 2002 to December 2004)

• Produced ad hoc reports and documents for senior team members

• Arranging all the chairman's appointments and meetings

• Filling system for all coming and outgoing faxes and mails

• Writing, sending and receiving mails

• Translating all faxes and mails from English or French to Arabic and vice versa

• Reservation for groups and booking them on Nile cruises

• Air ticketing for the chairman and whole staff

• Arranging booking for the hotels for the foreign company's visitors and for the chairman outside the country

Bookkeeper And Account Payable

At Dynamic Sports Wear - Brooklyn, NY

(from February 2000 to April 2001)

• Taking all calls from customers

• Taking all orders from customers and doing sales orders

• Itemize the orders to be ready for trucks to take

• Doing all customers' accounts on computer system

• Manage payroll system on the computer for all staff

• Collecting the money for all orders from the customers Education

Bachelor Degree in Business & Administration

Cairo University - Cairo

September 2001 to July 2005

High School Diploma

Franklin Delano Roosevelt High School - Brooklyn, NY 2001

Skills

Microsoft office

Outlook express

Presentation skills

Office Management

Customer service

Leadership

Supervising experience

Communication skills

Organizational skills

Writing skills

Negotiation

Computer skills

Administrative experience

Public relations skills

Soft skills

Payroll (1 year)

Courses:

Office Management and Secretarial Skills

Administrative Support and Organizational Skills

Monitoring Efficiency and Productivity

Customer Service

Time Management

Team Management

Stress Management

ICDL

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