Executive Assistant Office

*

Address: ** **. **** **** *****, Zahraa El-Maadi, Cairo, Egypt

Tel.: +20-2-29706974 (home) Mobile: +20-122-******* E-mail: ********@*****.***

Summary Profile:

Skilled & dedicated Executive Assistant with more than 12 yrs. experience coordinating, planning, and supporting daily operational & Administration functions through diverse industries: Demonstrated capacity to provide comprehensive support for Executive level; Expert at scheduling meetings, coordinating travel and managing all essential tasks.

Proven track record of accurately completing research, reporting, information management, all required activities within demanding time frames.

Adept at developing and maintaining administrative processes that reduce redundancy improve accuracy and efficiency; and achieving organizational objectives.

High focused and results-oriented in supporting complex; deadline-driven operations; able to identify goals and priorities and resolve issues in initial stages. Work Experience

Jan 2019-Present: Business Units Executive Assistant: Advocure Pharmaceuticals Tasks:

- Provide direct administrative and office management support to all members of the Executive Team, as directed by verbal or written instruction; Maintain working schedules and engagement calendars of executive management, particularly the Business Unit Managers.

- Prepare travel schedules, book travel arrangements, and make reservations for Business Unit Managers; Coordinate the logistical aspects of Business Unit teams such as meetings, seminars, workshops, special projects, and events etc.

- Review all documents, reports, and correspondence prepared for signature of Business Unit Managers for format; make edits as necessary.

- Coordinate office activities; Receive incoming mail; review, evaluate, and distribute correspondence requiring priority attention of Business Unit teams.

- Facilitate communication from department managers, Maintain daily appointment calendars; complete expense reports, pay invoices, and other monetary duties.

- Take and transcribe dictation and notes of highly confidential subjects, including minutes of executive meetings.

- Prepare the Board agendas and rooming list for all functions. 2

May 2015-Dec 2018: PA to Director of Marketing & Supply- Advocure Pharmaceuticals Tasks:

- Devising and maintaining office systems, including data management and filing.

- Arranging travel, visas and accommodation and, occasionally, travelling with the manager to take notes or dictation at meetings or to provide general assistance during presentations.

- Screening phone calls, enquiries and requests, and handling them when appropriate.

- Meeting and greeting visitors at all levels of seniority.

- Organizing and maintaining diaries and making appointments.

- Dealing with incoming email, faxes and post, often corresponding on behalf of the manager.

- Carrying out background research and presenting findings.

- Producing documents, briefing papers, reports and presentations.

- Organizing and attending meetings and ensuring the manager is well prepared for meetings.

- Liaising with clients, suppliers and other staff.

- Carrying out specific projects and research.

- Responsibility for accounts and budgets.

- Taking on some of the manager's responsibilities and working more closely with management.

November 2010- March 2014: Executive Assistant -Benya Value added Services Tasks:

- Maintained office services; organized office operations and procedures; prepared payroll; controlled correspondence; designed filing systems; reviewed and approved supply requisitions; assigned and monitored clerical functions; maintained confidentiality of data of office budgets.

- Planned and implemented office systems, layouts, and equipment procurement.

- Arranged travel, agenda, meetings and appointments.

- Wrote annual reviews and reports for senior management (reports on finances, staff performance, and on service development).

- Designed and implemented office policies by having established standards and procedures; measured results against standards and made necessary adjustments.

- Drafted contracts for new employees.

- Reviewed and updated job descriptions for all positions.

- Assigned employees for the completion of operational requirements; monitored work processes and evaluated results; maintained employee files and HR filing system. 3

April 2008 – October 2010: CEO Executive Assistant – HitekNOFAL Tasks:

- Provided administrative support to the CEO, and managed all CEO’s office-related activities, i.e. Planned meetings schedule, prepared agenda, managed correspondence and calls, liaised with departments; was responsible for: filing, documentation, company projects’ monitoring, sales’ monitoring; made travel arrangements and payments, arranged for meetings and appointments, and organized events.

- Attended executive meetings, took minutes, and issued progress reports.

- Did data entry, and updated the database.

- Maintained a smooth workflow and timely delivery between CEO office and departments. Reviewed forms and documents that required CEO signature. June 2007 – March 2008: Sales Director Assistant – HitekNOFAL Tasks:

- Provided administrative support to the Sales Director, managed of all Sales Department office related activities i.e. Planned meetings schedule, prepared agenda, managed correspondence and calls, liaised with departments; was responsible for: filing, documentation, company projects’ monitoring, sales’ monitoring; made travel arrangements and payments, arranged for meetings and appointments, and organized events.

- Analyzed and issued purchase orders, sales reports, and daily progress reports.

- Attended sales department meetings, took minutes, and issued progress reports.

- Did data entry, and updated the database.

- Maintained a smooth workflow and timely delivery between CEO office and sales department. Reviewed forms and documents that required Sales Director’s signature. Sept. 2006 – May 2007: Administrative Assistant to Regional PR & Advertising Director – Concord El Salam Hotel

Tasks:

- Provided administrative support to the Regional Director of PR & Advertising; managed of all PR Department office related activities i.e. Planned meetings schedule, prepared agenda, managed correspondence and calls; was responsible for: filing, payments, and arranged for appointments.

- Reviewed forms and documents that required Sales Director’s signature.

- Did data entry, and updated the database.

- Drafted media materials, and press releases.

- Managed distribution of media materials, and press releases.

- Monitored media and press and did related filing.

- Made contact with media, and VIPs.

- Prepared presentations and reports.

- Attended department meetings, took minutes, and issued progress reports.

- Maintained a smooth workflow and timely delivery between CEO office and PR department.

- Assisted in PR activities & events’ organization. 4

January 2005 – August 2006: Account Executive – Focus Advertising Agency Tasks:

- Contacted customers took part in campaign planning, arranged meetings and work schedule; took part in negotiations; planned submittals and agreements; and liaised with art studio.

- Participated in different campaigns coordination, implementation and monitoring.

- Managed administrative staff.

April 2003 – December 2004: Guest Relations Specialist – Intercontinental Pyramids Park Hotel

Tasks:

- Routinely inspected existing amenities.

- Offered VIP hospitality solutions.

- Handled complaints.

Education

Bachelor of Tourism & Hotels (2001) – Helwan University, Faculty of Tourism & Hotels Management - Tour Guide (French Section) Cairo

Thanaweya Amma (1997) – Lycee El Horreya Bab El Louk Trainings and certifications

RAMP Advanced Management Program –RITI Institute -2009

McIntosh – HitekNOFAL company –June-July 2007

Hotel Management Training - Hilton Pyramids Golf Resort, Banquet Division, April – July 2005

Fidelio Hotel Software - Intercontinental Pyramids Park Hotel-May -June2004

Tour Guide Training - Green Valley, November -January 2002

Tour Guide Training – Travco, August – October 2001

Microsoft Office Suite - Helwan University-March –April 2000 Personal information

Full name: Pakinam Osman Shafik Date of birth: 6 September 1978 Marital status: Single Car license: drives and owns a car Tel.: +20-2-29706974/ ++20-122-******* E-mail: ********@*****.*** Availability: immediate

*All documents are furnished upon request*

Language Skills

Arabic (Mother language)

French (Excellent)

English (Excellent)

Computer Skills

Microsoft Office, Internet Explorer, CRM,SAP

software

Work well on both Windows and Mac

Key qualifications

Efficient and punctual.

Have good business understanding &

acumen.

Have strong communication and analytical

skills.

Ability to multi task and work under

pressure.

Quick learner.

Work well in groups and alone

Contact this candidate