Office Manager to EVP
Dubai Airports
Total years of experience :22 years, 5 Months
Office Manager of the Strategy and Development unit with a centralized Administrative function. My responsibilities include efficiently supporting offices of the EVP, the SVP and two VPs and their teams on a daily basis to achieve the unit goals. Secretary of the CEO - Executive Management Board Meeting.
Leading the Group Support team with five members in my reporting line the responsibilities include but not limited to Projects Administration support, Document Control, Employee affairs, Budget planning, forecasting, monitoring and procurement activities.
Strategically setup a Go To team for all the employees that can answer questions related to IT, HR, Budget, procurement, meetings/events as well as policies and procedures. Delivery of projects related to office enhancements and group support service improvements. Onboarding of new employees into the unit. Liaise for internal and external audits coordinating with concerned internal personnel. Lead the culture team and Technology Champion.
• Performs full coordination to organize the Board of Directors Meetings and Committee Meetings and assist in the preparation of the documentations and presentation incoordination with the General Counsel and CEO and prepare all logistic requirements of the Meetings.
• Secretary of the Audit and Remuneration Board Committees
• Handles the shareholder/investor relationship.
• Drafting of the Minutes of the Board of Directors in English and Arabic and Committee’s meeting minutes.
• Completely organize and prepare the Annual General Assembly Meetings, coordinates logistics, necessary documentations and coordination with the Shareholders.
• Performs a full range of administrative and secretarial duties to support the General Counsel and Legal division and facilitates internal and external communications as directed.
• Reviews and proofs documents, records and forms for accuracy, completeness and conformance to applicable rules and regulations. Prepares and edits a variety of correspondence, memoranda, reports and other materials in English & Arabic.
• Performs translations of documents English / Arabic wherever necessary.
• Coordinates internal communications and activities within the legal department. Prepare the weekly legal report.
• Provides administrative support to the Managing Director and office
• Answers and screens phone calls and manages the Manager’s emails.
• Schedules and coordinates appointments, meetings
• Responsible for update of Website, LinkedIn, Tradekey & Alibaba Accounts
• Established the formatting of LPO, invoices, quotations and any letters required by the company.
• Coordinate all the bank documentation and paperwork regarding Letter of Credit, account problems.
• Handle the company email marketing campaign process
• Market Research on new products & market prices & requirements. Help promote and drive business opportunities.
• Travel arrangement and visa process for Managing Director.
• Transcribes drafts, proofreads and revises correspondence, memos, letters etc.
• Assists Managing Director with customer inquiries and problem resolution.
• Provides administrative support for the completion of documentation like sales contracts, distribution contracts other official documents with Ajman Free zone authority, bank etc.
• Established and maintaining various filing / records / database of business contacts, trace pending issues and follow up as appropriate.
Secretary of the Crown Prince of Ajman
Complete handle of the Travel Booking arrangements of His Highness and his family.
Sourcing Candidates through the recruitment search engines for different jobs and screen CV and contact candidate.
Procurement and purchasing
Catering arrangements.
• Arrange Meetings and maintain the Manager Diary
• Typing of letters, quotations, contract etc.
• Maintain complete filing of the Manager Business portfolio, and maintain complete data base of all the insurance contracts and deals closed.
• Maintain database of all prospect clients and policies for renewal.
• Take care of all visa and travel arrangement of the manager
• Take minutes of meeting whenever required
• Coordinate with the clients and insurance company
• Coordinate recruitment of staff, interviews and prepare their offer letters.
New staff introduction and orientation in to the company
Attend and organize disciplinary meetings of the staff,
Answer the queries of staff and guide them with regards to HR and Admin issues.
Keep track of attendance issues of the staff and inform the managers.
Prepare letters English / Arabic to the Dubai Police and Dubai Civil Aviation.
Maintain a proper Data base of the Airport Services Staff and the job vacancies
Maintain assets list, Procurement of IT and office requirements of the departments.
Supervisor of 5 Staff in the Admin Department and be Assistant to the Administration officer and manager.
Complete handle of electronic requests for office renovations, Staff Rosters, Sick leave, new staff, Promotions, End of service etc.
Coordinate training courses for staff
assist the admin manager in implementing new training courses.
Coordinate Projects like Dnata Business Connect (internal training with in departments) also Dnata Front office system online trainings, Dnata induction training Projects.
Plan and coordinate trainings and work placements for UAE Nationals Summer Trainees every year from Higher Colleges of Technology.
Coordinate with the managers for any HR or recruitment process.
Assist in all HR or admin staff related problems of the Dnata Agencies.
Maintain staff database and all outlets requirements and details.
Raising electronic requests for all newly recruited candidates or promoted, End of Service, procurements, sick leave etc. coordinate events with in Dnata. Assist all the staff in handling their HR problems and salary issues. Keeping track of the outlets requirements. Orientation of all new staff in the department and provide with the necessary requirement. Plan and coordinate trainings and work placements for UAE Nationals Summer Trainees every year from HCT Colleges. Assist the Administration Superintendent.
Greet and help walk in customers and telephone callers. handle company incoming mail. maintain filling for the departments. Handle the complete procedures of temporary staff. updating attendance and work timings roaster of the staff in to the company database. Coordinate with the HR Recruitment to identify vacancies and arrange interviews. Taken part in the Registration process of the Dubai 2003 World Bank & IMF Conference, Representative in the Dnata Agencies Rugby tournament 2004 Stand.
Help and serve incoming customers, handle calls, prepare daily and monthly reports for marketing and sales team. handle the attendance report for telemarketing team. Represent the company and conduct surveys in various outdoor events. Sales executive for four months.
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