Summary
Overview
Work history
Education
Skills
Languages
Personal Information
Timeline
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Moustafa Mohamed Mohamed Ahmed

Moustafa Mohamed Mohamed Ahmed

CEO Office Manager
Jeddah,Saudi Arabia

Summary

With over 24 years of professional experience, including 23 years in senior management, I specialize in executive office management, personal assistance, and high-level administrative support. I have a proven track record of optimizing operations, managing executive schedules, and ensuring seamless coordination within dynamic and fast-paced environments.

My expertise extends to leveraging technology and data-driven processes to enhance productivity and streamline workflows. Proficient in end-user software, I deliver efficient, technology-enabled solutions tailored to organizational needs.

As a results-oriented professional, I bring exceptional communication, organizational, and analytical skills. I am adept at developing innovative and practical solutions to complex business and operational challenges, ensuring efficiency and alignment with strategic objectives. With a commitment to excellence and a forward-thinking approach, I serve as a strategic partner in driving executive and organizational success.

Overview

24
24
years of professional experience

Work history

CEO Office Manager

MSB Holding
Jeddah, Saudi Arabia
12.2023 - Current
  • Monitored Quality measures for guaranteed compliance.
  • Analyzed and resolved complex resource management issues for optimized scheduling.
  • Led and managed administrative staff to maintain smooth daily operations.
  • Oversaw facility maintenance and allocated needed resources to meet standards.
  • Strategized long-term goals and objectives with a steady focus on mission accomplishment.
  • Streamlined office procedures, implementing new systems to address bottlenecks and disruptions.
  • Greeted and directed incoming visitors and clients to reduce wait times and increase satisfaction.
  • Scheduled meeting spaces and catering for board meetings, client consultations, and contract negotiations.
  • Liaised with clients to maintain relationships and foster repeat business.
  • Maintained digital database, enhancing the ease of access to information.
  • Handled event logistics smoothly, ensuring successful company events.
  • Handled confidential information, maintaining discretion and integrity.
  • Facilitated smooth running of operations through efficient task management.
  • Compiled data to generate comprehensive reports.
  • Recorded meeting minutes accurately, aiding in accountability and record keeping.
  • Coordinated team meetings to enhance communication and productivity.
  • Made travel arrangements, ensuring optimal time management.
  • Increased efficiency by handling correspondence and organizing files.
  • Increased efficiency by handling correspondence and organizing files.
  • Drafted business letters and emails to facilitate clear communication.
  • Managed executives' schedules for improved daily workflow.
  • Streamlined office processes with the implementation of the new filing system.
  • Support staff members with administrative tasks, reducing workload stress.
  • Took on additional tasks at the manager's request.
  • Used problem-solving skills to resolve challenges and prioritize workload.
  • Handled various day-to-day admin responsibilities to maintain smooth business operations.

CEO Office Manager

Saudi Ceramics
Riyadh, Saudi Arabia
08.2020 - 12.2023
  • Oversee all daily office functions, ensuring the organization and staff have a satisfying work environment
  • Serve as the first point of contact to answer, screen, and transfer incoming calls as well as office visitors
  • Be responsible for all vendor management which includes ordering equipment and supplies, managing and monitoring service levels, invoice reconciliation, and addressing unsatisfactory vendor services
  • Manage Saudi Ceramics' IT environment and serve as the primary liaison with Saudi Ceramics' IT consultant
  • Coordinate logistics and prepare meeting materials for Saudi Ceramics Board of Directors and Committee Meetings
  • Maintained Saudi Ceramics Office files and records, as well as updated Saudi Ceramics' Outlook contacts central database
  • Coordinate annual international meeting in Kampala, Uganda, and other domestic and international meetings as needed, with duties that include planning accommodations, menus, space set-up, managing a budget, coordinating local transportation, and managing audio/visual requirements
  • Provide event planning assistance to the Development and Program teams as needed for other events
  • Working with the Vice President, Strategic Operations, coordinate all staff activities such as brown bag luncheons, volunteer activities, social engagements, and holiday celebrations
  • Manage and maintain CEO's calendar including scheduling appointments, internal/external meetings, and conference calls
  • Coordinate CEO's travel itineraries, flights, hotel accommodations, rental car, and other travel needs
  • Draft and edit correspondence, communications, presentations, and other documents on behalf of the CEO
  • Complete monthly expense reconciliation for The CEO's corporate credit card and out-of-pocket expenses
  • Secure appropriate signatures and track documents through the approval process on behalf of the CEO
  • Serve as a liaison with internal staff at all levels
  • Interact with external partners as well as Saudi Ceramics leadership
  • Provide assistance and support to Vice President, Strategic Operations on various projects such as new employee onboarding, Saudi Ceramics Board calendar planning, and staff communication
  • Support other Senior Management staff on other projects as needed
  • Prepare agendas for meetings, briefing materials, and presentations as needed to support the CEO
  • Provide administrative support to the CEO to increase his availability for executive-level responsibilities.

VP Office Manager

Sharqawi Electro-Mechanical Co.
Riyadh
11.2016 - 08.2020
  • Administrative work
  • All translations Work (English/Arabic)
  • Keep records of project and admin files
  • Typing/word processing in English, Arabic, and French
  • Managing database of incoming and outgoing correspondence
  • Maintain a good relationship and cooperation between all parties
  • All Secretarial Works
  • Manage the daily/weekly/monthly agenda and arrange new meetings and appointments
  • Prepare and disseminate correspondence, memos, and forms
  • File and update contact information of employees, customers, suppliers, and external partners
  • Support and facilitate the completion of regular reports
  • Develop and maintain a filing system
  • Check frequently the levels of office supplies and place appropriate orders
  • Make travel arrangements
  • Document expenses and hand in reports
  • Determine matters of top priority and handle them accordingly
  • Conduct research and prepare presentations or reports as assigned
  • Coordinate's office management activities.

Executive Secretary

CDM Smith INC
Doha
06.2013 - 06.2016
  • Administrative work
  • All Translations Work (English to Arabic and Arabic to English)
  • Keep records of project and admin files
  • Typing/word processing in English, Arabic, and French
  • Managing database of incoming and outgoing correspondence
  • Maintain a good relationship and cooperation between all parties
  • With Quality Team: -Reviewing the Submitted RFI's and receiving it every day
  • Reviewing and saving the site diaries from all inspectors
  • Auditing notifications
  • Audit checklists
  • Audit Processes
  • Helping with Audit reports
  • Keeping the customer complaint register
  • Follow up with the complaints till closure
  • Keeping the meeting room booking
  • Keeping the meeting room register
  • Preparing the CARs (Corrective Action Reports)
  • Follow up with CARs
  • With Planning Engineer: -Helping in the preparations of the monthly report (Quality Part)
  • Filling in the Statistics form
  • With SRE: -Helping in translations
  • Providing local data and help with understanding Qatari rules
  • Secretarial Work: -Prepare the forms for new joiners.

Executive Ecretary

Abul Jadayel Co.
Jeddah
03.2007 - 06.2013
  • Administrative work
  • All translations Work (English/Arabic)
  • Keep records of project and admin files
  • Typing/word processing in English, Arabic, and French
  • Managing database of incoming and outgoing correspondence
  • Maintain a good relationship and cooperation between all parties
  • All Secretarial Works.

Executive Secretary

Raya
Asuit
02.2001 - 02.2007
  • Administrative work
  • All translations Work (English/Arabic)
  • Keep records of project and admin files
  • Typing/word processing in English, Arabic, and French
  • Managing database of incoming and outgoing correspondence
  • Maintain a good relationship and cooperation between all parties
  • All Secretarial Works.

Education

B Sc. of Arts - Geography -

South Valley University
Qena, Egypt

Skills

  • SAP (ERP) user
  • Certified ISO 9001/2008 Lead Auditor - 2010 & 2013
  • Certified Surveyor 1999
  • HSE at Construction Sites
  • QMS (Quality Management Systems)
  • COI (Conflict of Interests)
  • Sahgal Approval 2013 and 2015
  • QMS ISO 9001/2008 Lead Quality Auditor
  • English Conversation & Translation
  • French Conversation & Translation
  • Adobe Photo Shop - Adobe Acrobat X Pro
  • Document Controlling Systems
  • Office management
  • ERP user
  • Knowledgeable in MS office applications
  • MS Windows OS all Editions
  • MS Office (Word- Excel- Power Point- Access - Outlook - Publisher)
  • Introduction to computer
  • Hardware Fundamentals
  • Introduction to Networking
  • Internet Essentials
  • Microsoft Internet Explorer
  • System Maintenance & Troubleshooting
  • Operating Systems Concepts

Languages

Arabic
Native
French
Intermediate (B1)
English
Fluent
Spanish
Beginner

Personal Information

Marital status: Married

Timeline

CEO Office Manager

MSB Holding
12.2023 - Current

CEO Office Manager

Saudi Ceramics
08.2020 - 12.2023

VP Office Manager

Sharqawi Electro-Mechanical Co.
11.2016 - 08.2020

Executive Secretary

CDM Smith INC
06.2013 - 06.2016

Executive Ecretary

Abul Jadayel Co.
03.2007 - 06.2013

Executive Secretary

Raya
02.2001 - 02.2007

B Sc. of Arts - Geography -

South Valley University

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Moustafa Mohamed Mohamed AhmedCEO Office Manager