Summary
Overview
Work History
Education
Skills
LANGUAGES
Timeline
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SARAH YOUSSEF

SARAH YOUSSEF

Dubai/Abu Dhabi

Summary

Experienced Office Manager and Executive Assistant with over 12 years in administration, HR support, and operations. Skilled in workflow optimization, executive support, visa processing, and compliance with UAE labor laws. Proven ability to cut costs, manage vendors, and streamline processes. Proficient in ERP systems and government portals.

Overview

17
17
years of professional experience

Work History

Office Manager Cum Executive Assistant

CWB United Legal Firm
09.2023 - Current
  • Office & Administrative Management
  • Managing the day-to-day functioning of the CWB offices.
  • Overseeing the setup of new offices and/or office moves in the region.
  • Negotiating and arranging for the purchase of office supplies, office equipment and furniture as per firm policies and budgets.
  • Participating in the preparation of the facilities budget and monitoring financial performance against the budget so that the business is aware of anticipated costs and areas of unsatisfactory performance are identified.
  • Organized and oversaw executive and employee travel, including visa processing, accommodation arrangements, and detailed itineraries.
  • Organizing and planning firm-wide events and team building activities.
  • Managing building operations, security, maintenance and repair of appropriate locations.
  • Developing effective processes and systems for maintaining a safe and dynamic environment.
  • Developing, implementing and managing standards, policies and procedures for areas of responsibility.
  • Liaising with vendors and managing vendor agreements.
  • Participating in special department projects, as and when necessary.
  • HR & Immigration Support
  • Assist with recruitment, including posting job adverts, screening resumes, and scheduling interviews.
  • Support onboarding and offboarding processes to ensure a smooth employee experience.
  • Manage the visa application process, maintaining direct communication with visa agencies.
  • Maintain accurate and up-to-date employee records and HR documentation.
  • Prepare employee-related documents, including contracts, offer letters, and HR letters.
  • Process leaves requests, timekeeping, and provide payroll support.
  • Coordinate employee benefits administration, medical insurance renewals, and HR projects.
  • Play an active role in the company’s internship program.
  • Support general HR administration, internal communication, and employee queries.
  • Executive Assistant to C-suite
  • Handle confidential executive communications, ensuring discretion at all times.
  • Manage and coordinate C-suite executives’ schedules, meetings, and appointments across international offices.
  • Prepare, proofread, and refine reports, PowerPoint presentations, and business correspondence.
  • Prepare and distribute meeting agendas and supporting materials.
  • Serve as a liaison between C-suite executives and internal/external stakeholders for seamless communication.
  • Maintain strict confidentiality of sensitive executive discussions and decisions.
  • Provide high-level administrative and operational support to enhance executive efficiency.

HR Administrative Officer

Asayel Investment LLC
08.2021 - 06.2023
  • Office Administration
  • Manage contract and price negotiations with office vendors, service providers and office lease.
  • Develop and maintain a comprehensive office budget, monitoring expenses.
  • Ensure timely renewal of company licenses and annual regulation filings.
  • Managed office facilities, including IT, decorations and maintenance, cleaning and pest control issues, ensuring a well-functioning and pleasant work environment.
  • Organize and optimize the office layout, ensuring a functional and comfortable workspace, and necessary repairs.
  • Collaborate with IT department to coordinate IT infrastructure needs, ensuring the availability and functionality of office equipment and provision of required stationery.
  • Maintain both physical and digital filing systems, to ensure accessible to the employee’s documentations.
  • Coordinate internal communication initiatives, such as announcements, and employee engagement activities.
  • Organize and supervise all travel arrangements for employees (Visas, Tickets, Accommodation and Transportation).
  • HR Daily Operations
  • Organized and maintained comprehensive personnel HR records, ensuring accuracy and confidentiality.
  • Updated internal databases to record and track various HR-related information, such as leaves.
  • Prepared HR documents, including employment contracts and new hire guides.
  • Revised company policies to align with changing regulations and business needs.
  • Ensured compliance with UAE labor laws in all HR processes and practices.
  • Responded to employee inquires and provided guidance on HR related issues.
  • Assisted the payroll department by providing relevant employee information.
  • Scheduled job interviews screened and shortlisted candidates, and published or removed job ads as needed.
  • Prepared all necessary documents for the PRO to issue employment visas and EIDs.
  • Handled ad-hoc requests for regional documentation such as salary certificates.
  • Manage the renewal process for medical insurance coverage for employees.
  • Assistance to C-Suite Management
  • Manage sensitive matters with a high level of confidentiality and discretion especially decisions directly impacting the global operations of the company.
  • Arrange and coordinate with international offices on meetings and appointments.
  • Assist in preparation, proofreading reports, PowerPoint presentation, and correspondence.

Facilities and Maintenance officer

Montana General Maintenance
08.2020 - 08.2021

Administrative Assistant

Gulf Related
06.2015 - 04.2019
  • Perform other duties as required including backing up other team members during their absence.
  • Main point of contact for all site office-based staff –includes all GR staff, plus various consultants.
  • Basic HR issues, as the office point of contact for GR staff you will liaise closely with the HR department and help the site-based staff with visas, medicals, leave allowance etc.
  • Administrative and PA support (e.g. Diaries and expenses).
  • Office and facilities management - including liaison with suppliers and office refurbishments.
  • Arranging travel, visas and accommodation and, occasionally, travelling with the manager.
  • Management of facilities including IT, decorative, maintenance, cleaning, pest control and security issues, replacing furniture as required, organizing temporary space and liaising with the main contractor for dismantling and storage of extra furniture.
  • Meeting and greeting visitors at all levels of seniority.
  • Dealing with incoming email, faxes and post, often corresponding on behalf of the manager.
  • Getting 3 Quotations for budgeting preparation.
  • Maintaining the office condition and arranging necessary repairs.
  • Partner with HR to update and maintain office policies as necessary.
  • Assist in the onboarding process for new hires.
  • Finance:
  • Verify invoice and match voucher against Purchase Order in AP module.
  • Organize the documents (PO/Voucher/Payment) and route them to corresponding authorized approver.
  • Completes payment procedure, including preparation of payment letters and manual cheque.

Receptionist/Secretary

Maximus Air LLC
01.2012 - 06.2015

Administrative Coordinator

ELS Language Center
05.2008 - 01.2012

Education

Diploma degree - Computer Science

Al Khawarzmi International College
01.2008

Skills

  • HR Policies, Procedure and Operations
  • Employee Relations
  • Quick Learning
  • Recruitment and Selection
  • MS Office (Excel, Word, PowerPoint)
  • Known of UAE Labor Law Free Zone
  • Teamwork
  • Communication Skills
  • Problem Solving
  • Attention to Detail
  • Adaptability
  • Oracle D365 SAP
  • Technology Proficiency
  • Project Management
  • Organizational skills
  • Office administration
  • Office management
  • Data entry
  • Customer relations
  • Clear oral/written communication
  • Scheduling and calendar management
  • Administrative support
  • Document management
  • Mail handling
  • Staff management
  • Employee supervision
  • Operations management
  • Human resources
  • Team supervision
  • Facility management
  • Travel coordination
  • Workflow planning
  • Contract administration
  • Office management software
  • Vendor engagement
  • Computer skills
  • MS office
  • Decision-making
  • Teamwork and collaboration
  • Problem resolution
  • Administration and reporting

LANGUAGES

Arabic: First Language
English: Proficient

Timeline

Office Manager Cum Executive Assistant

CWB United Legal Firm
09.2023 - Current

HR Administrative Officer

Asayel Investment LLC
08.2021 - 06.2023

Facilities and Maintenance officer

Montana General Maintenance
08.2020 - 08.2021

Administrative Assistant

Gulf Related
06.2015 - 04.2019

Receptionist/Secretary

Maximus Air LLC
01.2012 - 06.2015

Administrative Coordinator

ELS Language Center
05.2008 - 01.2012

Diploma degree - Computer Science

Al Khawarzmi International College

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SARAH YOUSSEF