Matia Kallidi

• Executive Support
   Manage and support the functional areas and members of the organization’s Leadership Team with special projects as delegated by the CEO. May include projects in HR, Recruiting, Marketing, Development, Finance and Landlord programs.
   On behalf of the CEO, provide essential support to Msheireb Properties Board Members, including serving as key point of contact, coordinating meeting logistics, communications and materials.
   As appropriate, provide project management support to other Executive Team and Leadership Team members.
   In partnership with Director, Talent & Culture, continually look for ways to evolve and improve operational efficiency of systems and processes impacting staff and office operations.
   Organize and coordinate the CEO’s daily calendar—scheduling all appointments, coordinating logistics for speaking engagements and handling special event invitations on behalf of the CEO.
   Manage and arrange travel for the CEO.
   Proactively consider needs related to calendar, travel and speaking engagements.
   Track the CEO’s expenses and prepare expense reports for reimbursement and billing.
   Write individualized correspondence and other documents as requested by the CEO.
   Support the CEO as needed in preparing for speaking engagements or other internal or external meetings conducting research and other similar tasks.
   Receive and triage incoming written communications to appropriate staff and facilitate response or action to be carried through by the CEO as needed.
   Manage organizational communication, scheduling and logistics for key internal events such as board meetings, staff meetings, and managers’ meetings.
   Assist in answering the organization’s direct calls as needed to staff.
• Office Management
   Implemented project management techniques to overcome obstacles and increase team productivity.
   Hired, managed, developed and trained staff, established and monitored goals, conducted performance reviews and administered salaries for staff.
   Built highly-efficient administrative team through ongoing coaching and professional development opportunities.
   Established foundational processes for business operations.
   Addressed employee and managerial concerns and implemented corrective actions to promote compliance.
   Cultivated forward-thinking, inclusive and performance-driven company culture to lead industry innovations.
   Serve as the key point of contact for main office vendors, such as maintenance, mailing, supplies, equipment repair. Monitor office machines and systems, and problem-solve issues as needed (including postage meter, copiers, conference room scheduling).
   Monitor and maintain inventory of necessary office supplies; order supplies as needed to keep basic supplies stocked, and to fulfill special requests from staff.
   Design, communicate and oversee implementation of office operations, policies and procedures.
   Maintain responsibility for general office upkeep and “look and feel.” This includes keeping kitchen and supply areas stocked, clean and functional.Client Relationship Management
   Building relationships with clients to ensure that their needs are met.
   Collect client feedback about their experience.
   Handling complaints and ensuring that these complaints are directed to the appropriate department to implement change.
   Working closely with other departments of the company to develop strategies that can help in satisfying the customers and solve their needs.
  
• Other Support
   Provide event support and planning, including retreats, meetings, staff events. This includes logistical research and planning, day-of support, and invoice/billing management.
   Skilled at working independently and collaboratively in a team environment.
   Self-motivated, with a strong sense of personal responsibility.

Office Manager
 Support of incoming visits by Head of State or Government Ministers in liaison with lead diplomat including protocol arrangements.
 Liaising with UAE, Qatar and Kuwait Government on all aspects including protocol, diplomatic cards, airport badges, documentation for official vehicles, etc.
 Coordinate the provision of protocol services between the Embassy and Ministry of Foreign Affairs (MOFA) of UAE, Qatar and Kuwait.
 Provide professional policy advice on protocol related to local cultures of UAE, Qatar and Kuwait.
 Provide guidance to senior staff, including the Ambassador, for high-level and official visits including on program development and events protocol.
 Maintain database, ensuring details are accurate and updated in a timely manner.
 Arrangement of third-party notes (TPN’S) to MOFA and Missions resident in UAE, Kuwait & Qatar.
 Liaising with MOFA for official visits to UAE, Qatar and Kuwait.
 Assisting with ministerial and official programs arrangements.
 Management of Diplomatic ID’s, airport pass and VIP lounge for Diplomatic Staff.
 Management of all aspects of Ambassador’s office, diary and weekly schedule.
 Pro-active coordination with the Ambassador on all official functions and visits
 Arrangement of travel and hotel accommodation for all delegations.
Event Manager
 Coordination and management of embassy events, including all aspects of event planning both in-house and externally.
 Managed administrative logistics of events planning, event booking, and event promotions.
 Coordinated with kitchen or catering staff on delivery, timing and service style of food.
 Liaised with clients to determine exact event requirements.
 Generated ideas to enhance and expand current event offerings.
 Produced detailed proposals for events to document timelines, suppliers and budgets.
 Nurtured and built relationships with vendors, venues and industry contacts to obtain best pricing and services for events.
 Negotiated with vendors to achieve most favorable terms.
 Searched and negotiated suitable venues per setup requirements and budget constraints.
 Coordinated florists, photographers, and musicians for events.
 Prepared invitations to send out to guest lists.
 Delivered prompt payment for event vendors, venues, staff and transportation providers.
 Trained and supervised event staff to complete tasks on time.
Protocol Officer
 Advising participants on topics like etiquette before ceremonies or during official visits, such as bowing or exchanging gifts when meeting with foreign representatives
 Communicating courteously by preparing welcome letters, making courtesy phone calls or sending small gifts to thank or welcome others
 Planning events like meetings or scheduling travel arrangements while using skills like good judgment and interpersonal negotiations
 Conducting follow-up with visitors and guests to show appreciation for their time and develop a longstanding positive relationship with them
 Researching traditions and cultural expectations to plan events or ceremonies that appropriately consider the etiquette expectations of those in attendance
 Identifying potential security risks for events, travel arrangements or meetings and creating safety plans to reduce those risks
 Arranging press conferences and releases for publicized events
 Managing confidential records to protect the privacy of visitors and guests, particularly in industries that involve meetings with highly important diplomats
 Remaining available to answer visitor questions and respond to requests as needed during their stays
 Apply etiquette on a local and international scale, and the practice of good manners on a daily basis.
 Emphasizes the creation of protocol standards that uphold traditions and ensure participants display politeness and respect.
 Play a key role in managing protocol during events.
 Maintained overall safe work environment with employee training programs and enforcement of safety procedures.
 Plan foreign and domestic visits, ceremonies and special events.
 Identify security risks and create safety plans.

• In coordination with the Second Secretary, provide general consular assistance to Irish citizens including passport applications, document authentication and certification of signatures.
• Provide support to the Second Secretary in more complex consular cases.
• Validated immigration documents asked questions and reported discrepancies to authorities for further review.
• Explained laws and regulations to travelers and distributors and promoted comprehension to foster adherence to requirements.
• Maintain up-to-date contacts lists for consular-related issues (hospitals, legal, Ministries, Embassy network, etc.).
• Prepare TPNs (third party note) and other relevant official correspondence, when required.
• Dispatch diplomatic bag and supervise the receipt of same, including circulating mail to relevant staff.
• Prepare informal translations and acting as interpreter, when required.

• Managing/assessing visa caseloads and/or referrals for integrity checking, prioritizing cases for interview and assessment.
• Preparing reports, case-notes, interview notes, correspondence, and other material in relation to visa matters.
• Providing translation and interpretation of community languages as required.
• Process visa applications using the AVATS system, including scanning documents, printing visa stickers and preparing refusal letters.
• Ensure that up-to-date information regarding visas, passports and other consular issues are available to the public, including on the website and at reception.
• Handover of passports to the specific High Commission and/or its consulates, Courier/Applicants.
• Monitor the stocks of visa stickers and passports.
• Prepare monthly visa sticker reports and send them to Department of Justice and Equality.
• Liaise with Department of Justice and Equality directly on visa enquiries (including technical issues relating to AVATS).
• Facilitate family re-unification visas, including sending travel document applications to Dublin (INIS), dealing with all enquiries and printing visas.

• I was on training as General Manager
• Executive Assistant whereby I have gained a lot of knowledge and experience which helped me to excel further in my career.