Ola Hussein Fahim

Chairman's Executive Assistant / Deputy & Foreign Accounts ManagerFull Time

• Job Details:Administrative experience: Provide a strong link between the Chairman's office and other departments within the company, and between the company and external parties, as a representative of the Chairman's office in dealing with both internal and external communications. Managing day to day operations, accounts payables, and wearing multiple hats. Prioritizing tasks and setting schedules for the Chairman. Responsible for daily briefings and calendar management, arranging and participating in board meetings and conferences, taking minutes, and following-up correspondence, planning high-level events and travel arrangement Conducting research, analyzing and interpreting information, problems and proposals to ensure objective and complete information is provided to the Chairman for decision making. Outstanding reading, writing and verbal communication skills. Ability to efficiently write memoranda, correspondence, reports and produce written documents with clearly organized thoughts using precise language. Comfortable working with and managing sensitive and confidential information with discretion. Extremely organized and highly disciplined. Ability to maintain all employee and consultant files along with other corporate files and contracts. Resourceful and flexible; a self starter and problem solver. Strong project management skills, and meet milestones while managing multiple tasks. Extremely organized, detail-oriented, foresee problems and handle them before they become issues, and meet deadlines on time. Manage multiple projects as assigned by the Chairman related to diverse lines of business, community, and personal interests with inter-related activities and relationships. Works closely with other team members to assure the Chairman’s preparation for meetings, presentations or other engagements. Administrative and functional activities include but are not limited to: Taking phone calls; maintaining personal and business files; corporate record keeping for multiple entities; supporting marketing and strategic planning activities; note taking & creating documentation. General office maintenance to improve costs and effectiveness. Prepare PowerPoint presentation. Maintain and update company legal records and other personal files of the Chairman. Work closely with different departments’ heads and follow up to ensure all tasks are carried out within agreed deadlines. Stationery stock management, maintaining stock records for the department and ensuring that the minimum stock levels are maintained always in the department. Oversee and co-ordinate office administrative procedures and review, evaluate, and implement new procedures. Prepare the target issues for the Chairman to be discussed and dealt with in meetings. Record and prepare minutes of meetings. Handle, send, receive as well as file, organize and sort all correspondence in both English and Arabic languages. Greet visitors, ascertain nature of business and direct visitors to employer or appropriate person. Assist the Chairman in all matters. Any other duties as assigned. Importing and Exporting experience: Prepare and follow up the import buying activities (supplier database). Fill out import-export documentation, compile carrier and route assignments. Coordinate shipping with customs agents for clearance on overseas deliveries. Register packages with government agencies. Choosing service providers (insurance, logistics, financing etc). Coordinating quality control / good business activities. Dealing with complaints, incidents and conflicts. Development of customer loyalty. Maintaining database of referenced suppliers. Directories, sourcing websites standards and regulations related to the targeted market. Buying and call for tenders procedures (constraints in terms of delays, quality of the information, regulations, costs…) Sourcing. Analysis of offers received. Efficient coordination and realization of the buying order. An optimal handling of setbacks. An assessment of the supplier’s service efficiency and performance, taking into account constraints in terms of delays, quality of the information, regulations, costs, ...etc. Diffusion of useful information on various countries’ business practices towards the collaborators concerned. An optimal use and adaptation of communication techniques depending on the person and situation. An adequate oral and written communication in the required foreign language, respecting the codes and norms of the foreign country concerned. Accounting experience: Handles financial and accounting matters for the chairman with confidentiality. Keeping track of accounting and money transfers with the importing companies. Prepare and process audit related financial transaction data. Compute international fees for each shipment, and keep track of shipment payments and quotas. Help account department in issuing invoices and organize collecting them with in specified time limit