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Manager Executive Assistant

Location:
Cairo, Cairo Governorate, Egypt
Posted:
September 29, 2019

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Resume:

CURRICULUM VITAE

PERSONAL DATA

Name:Mai Abdel-Moneim Fathalla

Date of Birth:December 1st, 1970

Marital Status:Married

Nationality:Egyptian

Telephone 20) 0122.343.5369 / (+20) 2469.6069 (home)

E-mail address: adag4o@r.postjobfree.com

Address:Land #978, Ahmed Orabi Compound, Ismaileya Desert Road, Cairo, Egypt.

LinkedIn Url: https://eg.linkedin.com/in/mai-fathalla-0100235

EDUCATION

• G.S.C. from Maadi Canal School - An English language school.

• B.A. degree in the English Literature from Cairo University - June, 1992. An honour student.

COURSES ATTENDED

• Advanced Professional Secretary Workshop in the American Chamber of Commerce – March, 2006.

PREVIOUS EXPERIENCES

FROM FEBRUARY 2017 TO PRESENT:

Executive Assistant to Chairman of Alpha Industries & Constructions

Duties & Responsibilities:

• Attending meetings on behalf of Chairman, or with Chairman.

• Following-up on the completion of all tasks assigned to the Chairman's subordinates.

• Reviewing all documents prior to approval (banking, HR, legal, reports… etc.)

• Representing Chairman by contributing in different committees handling important tasks for the company as they arise; such as choosing a new ERP for the company, setting the organizational chart of the company, populating job descriptions to current or required positions, driving the initiative of documentary quality by unifying documents' designs, creating work flows, enhancing the quality of the used documents & formulating new ones that cover specific needs… etc.

• Reviewing & analysing expenditures of specified locations as part of monitoring the actual cost of a certain project versus the planned cost.

• Handling the purchase of machines for the factory from abroad. This included, bringing offers from different vendors, negotiating prices & terms, preparing reports to compare between offers (technically & financially), coordinating with both our finance department & the shipper (3rd party vendor) to ensure the conclusion of the deal & the safe arrival of machines to the company premises.

• Extensive review & auditing to all financial documents issued including cheques, safe daily transactions sheet, payment orders, all supporting documents… etc.

FROM AUGUST 2011 TO DECEMBER 2015:

Senior Executive Secretary of Halliburton Vice President for North Africa Region

Duties & Responsibilities:

• Carrying all personal assistant duties & responsibilities encompassing the North Africa region.

• In July 2015, I extended my support to Egypt’s newly assigned Area Manager whereby I:

o Investigate & report certain issues that were identified as important by the Area Manager. Reports that I’ve populated would show history & progress, plus my recommendations, or suggestions of improvement if any, and/or graphical analysis where applicable.

o Set new processes, or modify existing ones. This involved thorough discussions and negotiations with all concerned parties, identifying problems & coming up with solutions that are both efficient, convenient & policy compliant. I would accordingly assign & communicate action plans to ensure correct implementation.

o Extend the same personal assistant duties that I provide to the Regional VP.

FROM JULY 2007 TO JULY 2011:

Senior Executive Secretary of Halliburton Vice President for Egypt & Libya

Duties & Responsibilities:

• Carrying all duties of a personal assistant with most of my previous duties encompassing both Egypt & Libya.

• Fully-handling all web-based system requests on behalf of my manager. These include all HR, Financial, IT, Legal, Contractual requests and more.

FROM OCTOBER 2003 TO JUNE 2007:

Executive Secretary of Halliburton Egypt Area Manager

Duties & Responsibilities:

• Compiling Reports:

o Weekly Service Quality reports.

o Monthly Financial reporting to the Region.

o Quarterly performance reporting to the Region (including financial, inventory, Market share, HSE, SQ & Environment).

o Tracking & reporting of Expatriates movements (part of the security management role).

o Preparing Presentations: Compiling, formatting & updating company profile presentations to new customers and Egypt performance presentations to Halliburton top Management.

• Expedite approvals and eliminate workload for my Manager:

o Filtering e-mails highlighting those that require action.

o Summarize & analyse approval requests ensuring they’re ready to be actioned.

o Filter meetings requests; investigate reasons and prioritize.

• Ensure efficient & smooth flow of work during my Manager’s absence:

o Handle incoming correspondence & e-mails either personally, or by forwarding to the responsible person.

o Summarize & communicate all pending approval requests, then action as directed.

• Organize events on the Country level:

o Ramadan Iftar/Sohour, Farewell parties, Family-Days, gatherings during Top Management visits … etc.). These would involve negotiating catering packages, entertainment programs, give-aways, transportation and more.

o Yearly trips for Egypt Management team & spouses together with Halliburton CEO & President celebrating our performance.

I was awarded by Halliburton CEO an MVP (Maximize Value Performance) Award for the organization of a trip to Luxor in 2006.

o Business Plan Offsite Meetings (3-days’ meetings conducted yearly in El-Soukhna)

• Volunteered as Secretary for Halliburton Service Quality Team:

o Responsible for recording minutes of the team’s meetings and following-up on actions.

o Compilation of the monthly SQ scorecard with graphical analysis for our SQ statistics.

o Design & distribute a monthly SQ Bulletin (PowerPoint animated presentation).

o Responsible for posting the quarterly SQ scorecard & SQ Plan on the SQ website (for Global reporting purpose).

o Responsible for all arrangements relevant to the team’s meetings.

• Volunteered as a member of the Hazard Observation Card (HOC) Committee where we evaluate all HOCs and choose winners on monthly basis. Also, we ensure that the hazard corrective action is communicated to the responsible. I have also drafted a template for a thanks letter to observers.

• Usual secretarial duties:

o Draft letters/faxes/e-mail responses & announcements on behalf of my Manager.

o Control over calendar (make appointments and organize schedules).

o Make travel arrangements (LOIs & visas, air tickets & hotel bookings & transportation).

o Make required arrangements for the Country visitors (meet & assist at the airport, transfers, hotel booking, site seeing, dinners, Nile cruises reservations, security arrangements…etc.).

FROM MARCH 1999 TO SEPTEMBER 2003:

Executive Secretary of Baroid Country Manager (A Halliburton Company)

Duties & responsibilities:

• Secretarial duties (Calls, appointments, reservations, letters & faxes…etc.).

• Close follow-up of internal memos to ensure proper response/closure.

• Preparation of presentations for customers.

• Help in preparation & compilation of proposals (for major tenders only).

• In charge of petty cash.

• Process payroll for agency employees (workers in locations).

• Ensure that Baroid is aligned with Halliburton’s processes & procedures due to the recent merger.

• Making lots of initiatives for Baroid team to melt within the bigger Halliburton team on the personal level.

• Ensure that Baroid staff is fully aware of & compliant with Halliburton policy.

• SAP – OTC (Order to Cash) Focal Point:

o Contracts entry on SAP.

o Tickets (sales orders) entry on SAP.

o Tracking of ticket days.

o Tracking of monthly accruals.

o Tracking of revenue of PSL.

o Close coordination with Materials & Finance departments for smooth OTC process.

o Created a summarized handbook for OTC which was distributed on Baroid employees worldwide.

o Created a shared tracking log which all Managers can view to check the status of ticketing, inventory & invoicing at any point of the month.

PROM SEPTEMBER 1992 TO FEBRUARY 1999:

Office Manager of Natural Resources Consultants (NRC). A private-owned office working as a representative, agent & consultant to several companies in the Petroleum, mineral resources & environmental fields.

Duties & responsibilities:

• Basic secretarial duties (handling appointments, photocopying & binding documents, designing the office stationary, filing, travel arrangements... etc.).

• Fully responsible for the office accounting system (office safe, balance sheets for expenditures, laying down the accounting system on the computer …etc.)

• Prepare yearly reports that determines the financial performance of the office.

• Prepare receipts, invoices & credit notes for clients and make follow-up on payments & periodical disbursements.

• Fully responsible for negotiating & concluding deals with vendors (couriers, hotels, maintenance of office equipment, business centres ... etc.).

• Supervising & monitoring all purchases of the office.

• Technical duties:

o Gridding & folding maps and identifying locations by coordinates.

o Formulated cash flow studies for clients.

o Created graphs for reservoir performance (actual & forecast).

o Translation tasks (newspaper articles, extracts from books & official mail).

o Fair knowledge of tenders & bids (offers submission, attended commercial envelops opening sessions, follow-up with banks for issuing L/Cs & L/Gs).

o Participation in conferences:

In 12th Petroleum E&P Conference – 1994:

1. Made necessary procedures for participation as exhibitors & speakers of technical sessions (on behalf of our client).

2. Designing the flag required for the booth in the exhibition hall.

3. Carrying the duties of a booth hostess (explaining the activities of our client to the visitors, distributing brochures, business cards & giveaways)

4. Acted as translator to the foreign technical expert to reporters & television programs.

In 13th Petroleum E&P Conference – 1996:

Participated as part of the organizing committee (EGPC “Ask Me” Group) in assisting the participants, facilitating registration of visitors, escorting VIPs to their seats & solving any problem that might be faced by the attendees... etc.

SKILLS

• Spoken Languages: Fluent English, Fluent Arabic & fair French.

• Computer Knowledge: Excellent knowledge of Microsoft Office (Word, Excel & PowerPoint). Adequate knowledge of SAP.

• Typing Skills: English & Arabic speedy typing and good handwriting.

• Personal Qualities: Can work under practically no direction or supervision. Able to identify problems, come up with solutions and take decisions. Intelligent, hard-worker, keen on learning, self-confident, diligent, team-player/leader & perfectionist.

• Hobbies: Sports, playing music, painting, han



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