Ebtisam Ahmed

Mirdif, Dubai, UAE

MOBILE 050-******* • E-MAIL adbnt7@r.postjobfree.com

PROFILE

I think this organization can offer me with an environment where I can put my skills to the best possible use. I can use the knowledge which I have gained over the years and use it to make a major difference in my preferred field. I believe that my experience with technology, specifically in the web design space, make me the best match for this position. The job listing states that you are looking for someone with patience and superior communication skills.

EXPERIENCE

Several ASSIGNMENTS: TEMPORARY CONTRACTS

oWavin Middle East, From February – Office Manager – Dubai, UAE - From 14th 2016 up-to April 30th 2016 (Temp)

oAmerican Academic of Cosmetics Surgery – Receptionist & Patient Coordinator - Dubai, From June 02nd 2012 up-to 30th June (Temp).

oSUN Engineering & Contracting – Executive Assistant – Dubai, UAE - From01st January 2012 up-to May 30th, 2012.

oCommercial Bank of Dubai – Branch Coordinator – Dubai, UAE - From 01st October 2010 to 31th January 2011.

oStrategic Solutions – Administration Coordinator – Dubai, UAE - From 01st January 2009 to 30th Aprli 2010.

oADCB Macquarie – Executive Assistant/ Corporate Finance - Abu Dhabi, UAE - From 22nd July to 28th August 2008.

oSAMA Dubai LLC - Legal Secretary – Dubai, UAE - From 03rd May 2005 up-to 31st January 2006

oCisco Systems – Secretary Cum Receptionist – Dubai, UAE - From 14th December 2004 up-to 16th April 2005

oAl Tamimi & Company – Legal Secretary – Dubai, UAE - From April 2000up-to 31st January 2002

International Law Firm – Dubai, UAE

Job Title : Legal Secretary/ Personal Assistant

From 03rd June 2018 up to october 2018.

Main Duties and Responsibilities:

1.Carry out case-handling work delegated by partners/fee-earners. Deal with Lawyers incoming email faxes and post as appropriate- Liaise with clients and other staff in compliance and follow their procedures and ensure Case Management file is kept updated with Lawyers requests,

2.Attend calls and meetings with clients. Organize and manager Lawyers schedule review schedule with Lawyer on a daily basis make and confirm appointments on their behalf and keep Lawyer informed of daily agenda reschedule as requested.

3.Assist Associates with the creation & maintenance of hard copy and soft copy files threw Workesite; maintaining client documents and pleadings.

4.Assist in the billing process, by keeping track of invoices and outstanding debt. Issuing fixed fee invoices per notification.

5.Handling telephone enquiries in a professional and polite manner, taking accurate messages.

6.Compose and type letters memos correspondence and reports as requested by Lawyers. Maintain and update assigned Partners files to deal efficiently with paper flow and organization and storage of paper work documents.

7.Carrying out conflict checks, Process Master and complete the RAF Forms on pre- litigation and litigation and claims advisory work.

8.Regular monitoring of notifications and updates to clients.

9.Carry out the Lawyer Time Sheet, skills in DeskSite, Interaction Carpe Diem and Elite for processing the Bills.

10.Provides personalized secretarial and administrative support in a well-organized and timely manner.

Aurecon Group – Dubai, UAE

Job Title : Receptionist Cum Document Controller

From 01st July 2012 up to 30th June 2015.

Main Duties and Responsibilities:

1.To answer incoming calls in a polite, efficient and helpful manner, take information and relay it promptly and accurately, as appropriate. Ensuring Reception and the waiting area are tidy and newspapers are provided at all times.

2.To greet clients in a courteous and welcoming manner, retrieve the visitor pass, offer refreshments and inform Partner of client’s arrival. Maintain an effective booking service for conference rooms.

3.Taking messages and ensuring their timely communication. Responding to and being prepared for all external requests, such as directions, maps etc.

4.Maintain office files and original documents including general document control activities, project management support. Scanning of documents for storage as specified in Project Control Document Strategy, Keeping track and maintaining a system for formal transmittal.

5.Handling Drivers for all company staff related work, Vehicles Monthly Report & Salk Recharge.

6.Liaise with PRO regarding visiting consulates, Ministry of Foreign Affairs for attestation purpose from time to time.

7.Management of personal Vehicles (scheduling services, repairs, selling/purchasing vehicles).

8.Maintain an up-to-date employee extension list, emergency contact list etc. Management of personal apartments (Rental Agreement, DEWA Services etc).

9.Preparing weekly timesheets and expense reports. Liaising with clients, suppliers and other staff, communicating, and organizing with by administration-assistant-personal contacts.

10.Process invoices in liaison with the procurement and finance team ensuring compliance to procedures.

11. Working with finance team in basic accounting duties such (Credit Cards Claim, Process and disperse final invoices).

12.Coordinating with HR for different staff requests, providing direct administrative support to the Management, maintaining contacts and calendars via Outlook.

Denton Wilde Spate – Dubai, UAE

Job Title: Legal Secretary

From 01st February 2006 to 31st October 2007

Main Duties and Responsibilities

1.Aassisting and supporting the senior Lawyers/ Partners and liaising between the Corporate Commercial Department and all other Business units within the company. Maintain the Time Sheets and entering, recording for lawyers using Carpe Diem program.

2.Creating and amending high volume of documents, correspondence and e-mails, using audio dictation and manuscripts, to a high degree of accuracy and often to tight deadlines; tracking changes in completed documents.

3.Preparation of client invoices as part of monthly billing, and dispatching same to clients. Follow compliance procedures; ensure Case Management file is kept updated including preparation of client care letters.

4.Maintain client contact details for accuracy and ease of use on Interaction system.

5.Scheduling meetings; taking calls from clients in associates' absence; presenting a professional and courteous image to clients and other outside parties.

6.Liaising with members of other departments to follow up on queries from associates, e.g. travel arrangements, billing information, documents sent for translations, filing, etc. Arranging associates' travel and accommodation, preparing and sending LPOs, keeping a track of itineraries.

7.Entering associates' time on time entry system, preparing weekly time sheets and expense reports.

8.Providing general administrative assistance, scanning, photocopying, filling in expense forms, etc.

EMI Music Arabia - Dubai

Job Title: Personal Assistant – Marketing Manager

From 02nd February 2001 up-to 31st December 2005

Main Duties and Responsibilities

1.Undertaking day-to-day running of the office and the promotion of Marketing Department for the company Albums throughout the region.

2.Coordinating furniture, IT supports equipment and stationery requirements.

3.Acting as first contact in dealing with queries and correspondences.

4.Setting up meetings, schedules and organizing programmes for official business trips in coordination with the boss, including making prior arrangements, organizing events, agenda, registering, typing and prepare minutes of meetings.

5.Undertake hotel and ticket bookings in addition to supervising travel destinations for the boss and client relationship staff when they travel abroad on official business trips.

6.Coordinating the establishment of new offices in the region.

7.Organizing and delivering marketing campaigns, advertisements, promotional of new Albums.

8.In-charge about regular liaison with our store in Jebel Ali, and co-ordinating of events, maintenance of office facilities, leasing premises for our new office, also arranging for document storage and archiving as well as being back up.

9.Providing and supporting services to key staff members.

BP Middle East - Dubai

Job Title: Secretary to the Administration & Personnel Manager

From August 1995 up-to Sept. 2000

Main Duties and Responsibilities

1.Assist HR Services team on a daily basis by providing administrative, clerical support and covering the front desk duties for the company. During peak periods was required to assist team members to achieve specific deadlines.

2.Accurately prepares and maintains employee personal files including filing. Assists in the preparation of new hire orientation materials, undertake a range of HR functions and services – recruitment, have helped in HR recruitments from advertising and screening CVs, arriving at shortlists, arranging interviews, to induction. Liaise with the recruitment process; issuing employment contracts; employee relations; coordination of non-technical training.

3.Administration of medical and insurance schemes, paper work and participates as a member of the HR Team in orientation.

4.Managing office petty cash and record keeping of the department and reconciliation.

5.Prepares letters, forms and other documents to government ministers and organizations, consulates, embassies, banks, police departments.

6.Ensure timely and error-free travel & accommodation arrangements for all staff travelling on business visits, visiting customers and company's visitors. Coordinate relocation and travel for candidates and newly hired employees.

7.Proactively ensure booking of Board / Training Rooms for various meetings along with business lunches, as and when required.

8.Administer and coordinate requests for tickets and travel arrangements.

The Economic Department - Dubai

Job Title: Secretary in the Inspection & Control Section

From August 1993 up-to May 1994

Main Duties and Responsibilities

1.Performed general secretarial duties, prepares letters, forms and other documents.

2.Responsible for delivering top-quality organisational, administrative and office management services.

3.Respond to all correspondence and queries within established guidelines and in a timely manner.

4.Responsible for supervising Management diaries, providing pro-active support to track actions and deadlines, manage documents and filter calls, using own judgment to redirect action items and queries.

5.Administer and coordinate requests for tickets and travel arrangements.

Standard Chartered Bank, Dubai

Job Title: Secretary to the Consumer Finance Division Manager

From 01st March 1990 up-to 31st July 1993

Main Duties and Responsibilities

1.General administrative tasks, including typing Arabic letters for the traffic department’s release forms and English letters for the insurance companies for cancellation and transfer the policies, answering the telephone and dealing with other communications as appropriate.

2.Responsible for providing support to the relationship management teams to deliver quality service to premier customers. Ensuring that a superior level of service is provided to all customers.

3.Responsible for the day-to-day processing of Department deals for every customer, also maintaining the foreign exchange rate in the system, and settlement of all car loan deals on a daily basis.

4.Organize meeting and travel schedules for executives, managing stationery requirements for the department, and other office supplies.

United Arab Shipping Company, Dubai

Job Title: Receptionist-Cum Telephone Operator

From 01st November 1987 up-to 30th September 1989

Main Duties and Responsibilities

5.Handling the Reception Area, responsible for maintaining appearance of the reception area. Provision of general secretarial support, as required. Resolve telephone inquiries from internal departments in an efficient and professional manner.

6.Answering all local and overseas calls coming into the office, greeting office visitors and directing them to meeting rooms / Executives.

SAMA Dubai

Job Title: PA To the Legal Counsel (Temporary role)

From 03rd May 2005 up-to 31st January 2006

Main Duties and Responsibilities

1.Supporting the Legal Counsel for Sama Dubai, liaising between the Legal Counsel and all other Business units within the company. Prioritising own workload to ensure efficient workflow, using email and fax machines to send reports.

2.Typing of all legal contracts and agreements using track changes and handling all general correspondence in the department. Coordinating meetings and conference calls, calendar coordination Expense reports, preparing presentation packages for the Legal Counsel.

3.Tracking consultant proposals, coding invoices coordinating and tracking of invoices with the finance departments and general administrative duties, preparing Travel Business request forms and preparing payment requests.

Al Tamimi & Company, Dubai

Job Title: Legal Secretary (Temporary role)

From April 2000up-to 31st January 2002

Main Duties and Responsibilities

1.Provide secretarial support to the Work Group using Filesite, Microsoft Word, E-mail, PowerPoint, Excel.

2.Creating and amending high volume of documents, correspondence and e-mails, using audio dictation and manuscripts, to a high degree of accuracy and often to tight deadlines; tracking changes in completed documents using Track Changes. Use of Delta View.

3.Opening new files on system, together with preparation of case registration/client identification forms.

4.Scheduling meetings; taking calls from clients in associates’ absence; presenting a professional and courteous image to clients and other outside parties.

5.Liaising with members of other departments to follow up on queries from associates, e.g. Travel arrangements, billing

information, documents sent for translation, filing, etc.

6.Arranging associates’ travel and accommodation, preparing and sending LPOs, keeping a track of itineraries. Entering associates’ time on Carpe Diem time entry system, working from manuscript timesheets.

7.Providing general administrative assistance - scanning, photocopying, filling in expense forms, etc.

8.Electronic filing of e-mails and documents (i.e. Exporting); identifying correct file reference numbers before passing paperwork to filing department.

9.Dealing with e-mails during associate's absence from the office and taking appropriate action. Researching on the internet and other information sources.

10.Updating client/contact database on Lotus Notes as well as on InterAction. Occasional dictation over the telephone.

11.Making calls to attorneys / clients / surveyors by request to obtain information. Drafting covers fax / email to clients / attorneys / etc.

12.Filing personal documents and correspondence and maintaining personal files. Cover for other team members when required, including reception. Flexibility with the shift pattern is mandatory.

EDUCATION

1Institute : Trading Institute, Secretarial Institute

2Major : Secretarial Science

3School : Trading Institute, Secretarial Institute

4Training/Development : Diploma in Secretarial Science - Egypt Trading Institute Certificate.

English Writing Skills - English Courses conducted by Australian Institute

5 Language : Arabic English Speaking

6 Computer Skills : MS Word, Excel and Outlook

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