Irene Mostafa Elazazy

A-Systems

• Senior Executive SecretaryFull Time

  Oct 2009 - Present -15 yrs, 8 months

  Egypt , Cairo

  • Job Details:Executive Support Responsibilities: - Manage the daily calendar and schedule meetings and appointments. - Take minutes of meetings, and follow up the action plan progress. - Handle travel logistics such as visa, flight, and accommodation arrangements. - Plan and follow up multiple projects simultaneously. - Liaise between direct manager, executives, and different management levels. Data Management Responsibilities: - Handle all types of financial payments and purchase orders. - Track and reconcile business and personal expense claims for the manager. - Proofread contracts, obtain approvals, and issue invoices payments. - Establish various business continuity plans, policies, and procedures. - Build various office files such as reports, presentations, and meeting agendas. - Establish and maintain electronic and hardcopy filing systems. - Conduct general and internet researches and present summary reports. Office Management Responsibilities: - Participate in office relocations’ layout planning. - Oversee office budget and present recommendations for office expenditure. - Plan along and maintain annual vacation plan for the department’s team. - Host business visitors at all seniority levels. - Liaise and negotiate with suppliers, printing houses and service providers. - Translate documents from English to Arabic and vice versa. - Provide day to day routine administrative and secretarial duties. HR – Partnered Activities: - Create business English and technical exams templates for admin candidates. - Conduct technical interviews for admin posts to recruit from the final selections. - Respond to HR inquiries and complaints and solve them. - Build the annual reports for the Employee Satisfaction survey. - Manage all the logistics for Employee of the Year awardees. - Update HR organizational policies as needed. Marketing – Partnered Activities: - Organize all the logistics for corporate events and conferences. - Act as an editor, among a team, for the corporate newsletter. - Manage the logistics for the company participation in various exhibitions. - Update corporate social media channels. Offshore Achievements: - Managed all the logistics for the Corporate Annual HR meeting in Kuwait. - Coordinated the Corporate User Group Conference in Dubai. - Organized all the logistics for the Corporate Annual Party in Kuwait. - Implemented a complete filing system for Corporate Marketing Sector in Kuwait.
• Administrative AssistantFull Time

  Mar 2007 - Oct 2009 -2 yrs, 7 months

  Egypt , Cairo

  • Job Details:Main Responsibilities: - Provide administrative support for direct manager and department’s team. - Handle extensive travel arrangements such as visa and work permit issuance, flight booking, arranging transfers and accommodation procedures. - Provide supporting travel materials and guidance for implementation team. - Handle all types of financial payments and purchase orders. - Review expense claims for implementation team and reconcile with Finance. - Handle petty cash for entertainment and travel related expenses. - Ensure all facilities are set up and ready for new hires. - Orient and introduce new employees to staff members. - Conduct overview session for new comers about company policies. - Arrange entertainment outings for customers, visitors and department’s team. - Establish and maintain electronic and hardcopy filing systems. - Provide personnel relation functions such as customers and visitors greetings. - Carry out any other related non-routine tasks as required. Achievements: - Managed the full invoicing process with overseas customers. - Administered the time sheet system and generating weekly time sheet reports. - Conducted E-mail Etiquette training sessions for the department’s team. - Built up overseas travel policy and procedures from scratch. - Organized weekly social activities for the department’s team.