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Executive Assistant Office

Location:
Riyadh, Saudi Arabia
Posted:
March 18, 2020

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Resume:

Page * of *

Name: Nadar Mohamed Mohamed Ali

Nationality: Sudanese

Sex: Male

mail : adcctr@r.postjobfree.com

Contact No. :009***********

Objective:

Quick Learner, Diligent and highly-motivated professional with extensive experience in successfully managing administrative offices I processes, including assisting at the executive management level. Sound problem-solving and organizational skills enhancing productivity and efficiency. Areas of expertise include:

• Executive & Administrative Support

• Executive Meeting & Event Coordination

• Research & Verification of Information

To obtain a challenging position that allows for professional growth and continuous learning, as well as to display a high level of ethics, professionalism and diligence that is an asset to my employer. Experience:

National Bank of Abu Dhabi- UAE (Executive Secretary and assistance - 2003-2009)

• Responsible for performing an office’s administrative acts and managing the office’s information database. Compiles, stores, and retrieves bank information.

• Handles the overall office administration management and coordinates various office services and activities

• Coordinates the transmission and receiving mail and shipments

• Handles telephone calls, responds to receive faxes and emails and answers enquiries as appropriate

• Organizes meetings, meeting rooms, issues agendas, and initiates follow-up actions as required

• Makes travel arrangements as required, including hotels and tickets reservations

• Ensures that efficient and effective administrative systems are being developed and implemented

• Checks for the proper maintenance of all office supplies and facilities, ordering office stationary

• Receives visitors and corporate guests and ensures that hospitality is provided as required

• Generates documents (letters, meeting minutes, reports, etc.) as directed, in addition to handling and maintaining all confidential information

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• Filing important documents and updating them when necessary

Represents the president by welcoming visitors, reviewing correspondence; arranging company dinners and other corporate functions; answering questions and meeting requests directed to the president.

Publishes the corporate newsletter by gathering information; preparing and editing articles; designing graphic presentation; producing and distributing.

Helps key executives make consistent decisions by advising them of historical precedents; serving as liaison between them and the president.

Arranges corporate travel and meetings by developing itineraries and agendas; scheduling the corporate jet; booking other transportation; arranging lodging and meeting accommodations.

Completes projects and special assignments by establishing objectives; determining priorities; managing time; gaining cooperation of others; monitoring progress; problem-solving; making adjustments to plans.

Updates job knowledge by participating in educational opportunities; reading professional publications; maintaining personal networks; participating in professional organizations.

Improves quality results by studying, evaluating, and re-designing processes; implementing changes.

Enhances president's and corporation's reputation by accepting ownership for accomplishing new and different requests; exploring opportunities to add value to job accomplishments. Experience:

Al Jawhara Tourism Company – Libya Executive Assistant - 2010-2016

Handles the overall office administration management and coordinates various office services and activities.

Coordinates the transmission and receiving mail and shipments. Page 3 of 8

Handles telephone calls, responds to receive faxes and emails and answers enquirers as appropriate.

Manages the executive diary for the assigned department and liaises with all assistant administrators to coordinate visits and meetings.

Organizes meetings, rooms, issues agendas, and initiates follow-up actions as required.

Makes travel arrangements as required, including hotels and tickets reservations.

Ensures that efficient and effective administrative systems are being developed and implemented.

Checks for the proper maintenance of all office supplies and facilities, ordering office stationary.

Receives visitors and corporate guests and ensures that hospitality is provided as required.

Generates documents (letters, meeting minutes, reports, etc.) as directed, in addition to handling and maintaining all confidential information.

Filing all the important documents and updating them when necessary.

Prepare Tender documents as per new projects.

Performs other duties as required

Experience:

Deyar engineering consulting company - KSA- RIYADH – 2016 – 2017 Assistant CEO

Maintained multidimensional complex calendar events and created highly effective

organized filing system

Prioritized emails, received incoming calls, scheduled board and foundation meetings

Booked conference rooms, arranged out of town conferences, travel and hotel accommodations

Managed six sigma special project and trained staff on procedures, processed bills and incoming

daily mail

Drafted correspondence, conducted online research, provided pickup and delivery courier service

Handled confidential material at the highest level

Coordinated the communications and logistics of staff meetings, produced materials, and took

Performed research, data collection, statistic compilation, document generation as necessary to complete special projects and price quotes

Created and prepared marketing literature, set up and attended special sales events

Updated and maintained company library consisting of literature and product sample

Made airline, hotel, and ground transportation arrangements, both domestic and international. Also experienced i dealing with private aviation for group trips, and visa/passport requirements. Page 4 of 8

Utilized discretion and judgment at all times in dealing with executive's direct reports, as well

With customers and vendors via telephone and email.

Prepared and reconciled expense reports.

Updated and organized reports.

Provided personal assistance when needed to executive who traveled extensively.

Communicated with board members and managed materials and details for quarterly board meetings

Extensive international/domestic travel for CEO and his direct reports

Managed and coordinated extremely busy calendar with extreme detail

Monitored email and replied on behalf of the CEO on related issues

Provided and coordinated team building events to Junior and Senior Assistants

Coordinated Executive off-sites and Corporate events - approximately 400 employees

Implemented processes and procedures that increased operational efficiency; managed daily

functions of the office and premises

Produced high-level communications ranging from highly confidential to policies and procedures

Maintained strict confidentiality with sensitive information, financial documents, records and

personal matters.

Liaised between 20-member staff, 200+ volunteers and the CEO of 9000+ member congregation; proactively resolved any membership issues and exercised tact, diplomacy and discretion in all written and verbal communications

Travel assistant to CEO for all major engagements

Collaborated closely with the staff to complete various ministry projects and conferences

Managed the execution of events and concert logistics including staffing, accommodations, hospitality, and production efforts. Clients included BET, TV, Radio One, and Rickey Smiley

Monitored costs and expense reports, negotiated vendor’s contracts

Set up and maintained CEO/President's calendar and handled all domestic and international travel

arrangements

Composed and executed presentations for clients

Revised and updated company handbook, ordered office supplies and equipment,

Coordinated meetings and special events

Recorded and transcribed meeting minutes

Supervised clerical staff

Assisted CEO with operations, growth, and effectiveness of the office.

Managed all documentation for Human Resources Department. Page 5 of 8

Developed new business opportunities in for CEO; designed and implemented business cards, brochures, and other essential documentation.

Worked with CEO on special projects, manuals, policies, procedures, and correspondence EXECUTIVE SECARTARY & OFFICE MANAGER FO

MEMBER OF BOARD AT EL SEIF GOROUP

DEVELOPMENT CO ( 2017-2019 )

Maintain executive’s agenda and assist in planning appointments, board meetings, conferences etc.

Attend meetings and keep minutes

Receive and screen phone calls and redirect them when appropriate

Handle and prioritize all outgoing or incoming correspondence (e-mail, letters, packages etc.)

Make travel arrangements for executives

Handle confidential documents ensuring they remain secure

Prepare invoices or financial statements and provide assistance in bookkeeping

Monitor office supplies and negotiate terms with suppliers to ensure the most cost-effective orders

Maintain electronic and paper records ensuring information is organized and easily accessible

Conduct research and prepare presentations or reports as assigned

Manage and coordinate daily, weekly, and monthly calendars of senior managers.

Organize logistics and plan events.

Schedule necessary meetings.

Liaise between executives and employees/clients.

Generate regular reports and update databases.

Make and confirm all travel arrangements.

Manage phone calls and emails with professionalism.

Respond in a timely fashion to managers’ requests.

Facilitate communication within the company to maximize workflow (e.g. distribute vital information, - schedule presentations and plan for logistical needs).

plan for logistical needs).

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Commitment to efficiency a willingness to seek best practices in running the office.

Able to troubleshoot challenges as they arise.

Collaboratively review and recommend changes to our company policies Experience:

Executive Secretary of the Board Of Directors Elfaleh Sports House Co.

Prepare, publish, and post Agendas, Meeting notices and other related materials; assemble Board

Packets. Prepare and disseminate all documents for Board Meetings. Assure posting, mailing, and other known legal requirements are met. Prepare Affidavits certifying requirements are met.

Attend Board, Committee and Commission meetings as required or requested and prepare and finalize Minutes and follow up on projects. Attend meetings outside of established working hours

when necessary.

Compose Resolutions, Ordinances and Public Hearing Notices when required for review by General Manager and/or Legal Counsel. Assure known legal time requirements are met. Prepare,

attest, publish, and post Ordinances and Resolutions as required. Send documents to Placer County Recorder when required.

Attest to and countersign Resolutions, Ordinances and contracts on behalf of District. Serve as Custodian of District seal.

Responsible for posting on the District website the Minutes, Agendas and other information relevant to the public.

Possess a working knowledge of and be able to interpret the Brown Act, Water Code, Government

Code and other Special District law.

Coordinate election procedures with Placer County and candidates. Prepare documents declaring

an election will be held. Administer Oaths of Office to newly elected and appointed Board members and submit to Placer County. Participate in orientation of new Directors. Page 7 of 8

Work with legal counsel in preparation of required documents in connection with Board and Committee meetings.

Coordinate filing of Conflict of Interest Statements, Campaign Statements, and Statement of Facts

Roster of Public Agencies filing, and others as required by law. Responsible for maintaining the District’s Conflict of Interest Code, ensuring compliance with the Political Reform Act.

Research, extract, coordinate, and summarize information (confidential and non-confidential) on

behalf of Board of Directors. Compose and prepare business letters, memos and reports.

Track any revisions made to the District Administrative Code/Code of Ordinances.

Attend educational classes, seminars, and other training programs in order to increase knowledge

and stay current with technology and information on District-related subjects.

Notarize documents for District and North Tahoe PUD residents. Pass State testing in order to maintain State of California Notary Public Commission.

Initiate changes to Board of Directors Policies and Procedures.

Participate on behalf of Management in negotiations with recognized employee organizations, prepare record of issues discussed and assist in drafting Memorandum of Understanding.

Responsible for legal proceedings such as elections, annexations, assessment districts, and public hearings.

Provide back-up coverage for the administrative staff during vacation and sick leave absences and handle as many of the duties of that position as time allows.

. Responsible for filing, maintaining, and safeguarding all District files, including but not limited to, litigation, Resolutions, Ordinances, Agendas and Minutes. Maintain and update Record Retention Policy as needed.

Organize and maintain central District files and coordinate system for file retention.

Respond to public records requests.

Assist with preparation of Quarterly District Newsletter.

Assist in the preparation of annual budgets.

Responsible for the District’s short-term and long-term records management program.

Undertakes research for special surveys and studies for District management and professional staff, and produces the resulting summaries as required.

Assist in revisions to Personnel Policies and Procedures and submit to General Manager and/or legal counsel, prior to adoption by Board of Directors.

Make room arrangements for meetings and travel arrangements for the General Manager/CEO Page 8 of 8

and Board.

Maintain cooperative effective working relationship with and act as liaison to the Board, employees, and members of the public.

Perform special projects as assigned by the General Manager and other related duties as required.

Provide administrative support to the Human Resources department as needed. Education:

Baharti Vediyapeth (Pune Indian) Bachelor degree of economic Graduate on 2002

Telephone competency certificate from Global Training Center.

Product Knowledge Competition Certificate from Human Resources Division Training Dept.

(National Bank of Abu Dhabi). Electronic Accounting Certificate

Certificate in all programs of Microsoft

Full computer hardware & software knowledge specially Microsoft Office.

Additional Information: Bilingual (English, Arabic, Hindi) Summary of Qualifications

Motivated and dedicated Executive Assistant with excellent references and extensive experience in the coordination, planning and support of daily operational and administrative functions.

Excellent communication, interpersonal and organizational skills.

Detail oriented with experience providing administrative support to senior executives.

Advising

Coaching

Conflict resolution

Decision making

Delegating

Diplomacy

Interviewing

Motivation

People management

Problem solving

Strategic thinking



Contact this candidate