Sakina Boukaoui
Casablanca
Summary
Dynamic Senior Executive Assistant with a proven track record at JTI NWA, showcasing strategic planning expertise and meticulous attention to detail. Excelled in project oversight and office management, significantly enhancing operational efficiency. Skilled in conflict resolution, adept at fostering key relationships and driving successful administrative strategies. Achieved notable improvements in executive support and project coordination.
Overview
26
26
years of professional experience
Work History
Senior Executive Assistant VP & Senior Executives
JTI NWA
CASABLANCA
01.2023 - Current
- Act as a first point of contact for the VP & Senior Executive, dealing with correspondence and phone calls.
- Manage VP's diaries and organize his meetings and appointments.
- Book and arrange for the VP, Senior Executive travel, transport, and accommodation.
- Dealing with VP personal matters, including holidays, flights, banking, family, housing, and other private matters.
- Coordinate logistics for the meetings and calls of the Executive group and Leadership Team.
- Monitor, screen, respond to, and distribute incoming communications.
- Organizing and attending meetings, arranging business trips (including flights and accommodations), and ensuring the VP & senior leadership is well-prepared for meetings and business trips. Additionally, preparing meeting agendas.
- Designing and producing documents, briefing papers, reports, and presentations.
- Organization of corporate and company entertainment, management meetings, and events.
- Devising and maintaining office systems, including data management, filing, etc.
- Oversee office procurement and overhead spending as per budget.
- Developed and maintained filing systems, databases, records management systems, and other office resources.
- Coordinated travel arrangements including flights, hotels, transportation, visas, and itineraries.
- Acted as a liaison between the executive team and other departments within the organization.
- Created monthly expense reports for senior executives utilizing accounting software programs such as QuickBooks or Peachtree Accounting Software.
- Maintained knowledge of organizational policies and procedures to ensure compliance with applicable laws and regulations.
- Ensured that all documents were properly signed by relevant parties before being submitted for further processing.
- Assisted with event planning by coordinating catering services, reserving venues, ordering supplies.
- Researched current industry trends related to the organization's operations in order to provide suggestions on how best to capitalize on new opportunities.
- Monitored budgets related to projects assigned by senior executives while also providing feedback on ways to reduce costs where possible.
- Managed multiple projects simultaneously while ensuring deadlines were met without compromising quality standards.
- Supervised junior staff members including assigning tasks and monitoring progress throughout completion.
- Provided guidance regarding protocol requirements when interacting with high-level clients or government officials.
- Coordinated executive's daily calendar and planned appointments and events.
- Participated in frequent communication with other administrative team members, human resources and finance department on special projects and events.
- Set up meeting and event logistics for senior management and updated calendars.
- Executed special objectives and projects in response to executive team and board member requests.
- Approved travel expenses and reimbursement requests from managers and other administrative support professionals.
- Wrote and distributed executive meeting agendas and minutes to department heads and executive team members.
- Coordinated executive and senior management vacation, day-to-day meeting and travel schedules.
- Organized and scheduled weekly meetings with global executives using video teleconference.
- Provided administrative support to the executive team, managing calendars and scheduling meetings.
- Organized executive presentations, reports, and correspondence for internal and external stakeholders.
Office Administrator Morocco
06.2016 - 12.2023
- Administrative organization & Correspondence
- Responsible for the on-site cleaning, security team, reception messenger (8 persons)
- Organizing the travel/accommodation in compliance with the corporate travel policy
- Organizing the management meetings with the local agency and the shareholders
- Setting the transfers in compliance with the corporate security policy
- Follow up with the accounting & planification for the invoices in compliance with the corporate financial policy
- Direct follow up with the partners & shareholders
- Follow up with DHL for the clearance and the shipment of samples
- Follow up for the quarterly EHS
- Facilities management in partnership with Engie/Cofely Group
- Fleet manager in partnership with ALD Group
- Follow up with the contractors & architects for the retrofitting of the new offices and on-site meeting
- Maintain an updated record of invoices from external partners (e.g
- Suppliers, insurance agents, security guards)
- Follow up of the petty Cash
General Manager assistant /Pest control division manager
BIOLETAL
11.2007 - 01.2016
- Company Overview: Audit, services, pest control
- Administrative organization & VP GM’s Correspondence
- Setting up the travels for the VP GM
- Follow up the confidential VP GM files
- Manage the executive office efficiently; follow through on issues in a timely manner
- Prioritize and manage the incoming mail (post and electronic), take appropriate actions independently respectively sort, comment, document the mail for and review it together with the VP GM
- Direct contact between the VP GM and others department
- Follow-up the sale’s department & technical department (Pest control division)
- Daily briefing with the technicians
- Follow up the daily planning and the customer’s claims
- Monitoring the pest control’s technicians (20 with supervisor)
- Follow-up the portfolio of the key accounts (OCP/ONE/ DELEGATION DE LA COMMISSION EUROPEENNE /BANQUE EUROPEENNE D'INVESTISSEMENT/SANOFI-AVENTIS/DELTA HOLDING/ DIWANE ABOU DHABI.....)
- Preparing and follow up bids for the key accounts with the sales’s assistant
- Follow-up the registration of the pest control products with the health ministry and the suppliers
- Training for the staff and company’s representative for international show (last event: ISS training Paris 2010)
- Logistics Manager (price’s Negotiation / delivery times / paperwork ...) with carriers and suppliers
- Follow-up of the recovering -dispute with the legal service and the agents
- Purchase controller, contract negotiations
- Reporting (Meeting with key accounts, general meeting ....)
- Weekly reports (meeting, production…)
- Audit, services, pest control
Sales manager’s assistant & international buyer
Aryan’s
01.2003 - 01.2007
- Company Overview: Textile Company for export (Paul Smith & Firetrap & Diesel & River Island, Kenzo, Next, Superdry)
- Aryan’s correspondence
- Agenda & Administrative organization
- Follow up customer’s orders from the technical file to the final despatch with a team of 6 persons (4 technical and 2 secretaries)
- Reporting & coordination
- Accessories/Fabric buyer (international & national suppliers)
- Follow up with the forwarders and the warehouse/production
- Contract's negotiation & follow up
- Company’s representative for national and international events (last event: Magic Fashion Show at Las Vegas USA August 2005)
- Follow up the new customers “English/American” “Super Dry”& “Pollution”/ “River Island”
- Direct contact with the European/American customer & suppliers
- Collecting information and dispatching to the relevant departments
- Setting up the travels for the VP GM & customers
- Textile Company for export (Paul Smith & Firetrap & Diesel & River Island, Kenzo, Next, Superdry)
General Manager's assistant
Ultranet Multimedia
01.1999 - 01.2003
- Company Overview: x-ray security tools & IT & radiotelephony
- Manager’s diary & Correspondence
- Follow up the confidential VP GM files
- Direct contact between the VP GM and others department
- Collecting information and dispatching to the relevant department
- Direct contact with the international suppliers
- Development of the international supplier portfolio
- International buyer
- Follow up customer’s orders with the commercial& technical department
- Retailer merchandiser
- Contract negotiations & follows up
- X-ray security tools & IT & radiotelephony
Education
Diploma - Assistante de Direction
ECOLE FRANCAISE DE L’ENSEIGNEMENT TECHNIQUE
France01.1999
Diploma - Intermediate cycle, Advanced cycle
AMERICAN LANGUAGE CENTER
01.1999
Diploma - Events & business tourism
CEGIS PARKER
01.1996
1st year English section
University Ain Chock
01.1994
Skills
- Strategic planning expertise
- Meticulous attention to detail
- Conflict resolution techniques
- Administrative Skills
- Project Oversight
- Office Management
Hobbies and Interests
- Travelling
- Biking
- Reading
Training
- 2010, ISS HYGIENE & PREVENTION, Paris, France
- 1998-1999, ECOLE FRANCAISE DE L’ENSEIGNEMENT TECHNIQUE, Diploma “Assistante de Direction « Mention Très bien »
- 1994-1999, AMERICAN LANGUAGE CENTER, Diploma « Intermediate cycle », « Advanced cycle »
- 1994-1996, CEGIS PARKER, Diploma « Diplôme « Events & business tourism » Mention Bien»
- 1993-1994, University Ain Chock, 1st year English section
Languages
Well level, Well level, Well level spoken & written
Personal Information
- Date of Birth: 02/19/75
- Nationality: Moroccan
- Marital Status: Single
Foreigncountriesvisited
- France
- Spain
- USA
- Malta
- Italy
- Turkey
Timeline
Senior Executive Assistant VP & Senior Executives
JTI NWA
01.2023 - Current
Office Administrator Morocco
06.2016 - 12.2023
General Manager assistant /Pest control division manager
BIOLETAL
11.2007 - 01.2016
Sales manager’s assistant & international buyer
Aryan’s
01.2003 - 01.2007
General Manager's assistant
Ultranet Multimedia
01.1999 - 01.2003
Diploma - Assistante de Direction
ECOLE FRANCAISE DE L’ENSEIGNEMENT TECHNIQUE
Diploma - Intermediate cycle, Advanced cycle
AMERICAN LANGUAGE CENTER
Diploma - Events & business tourism
CEGIS PARKER
1st year English section
University Ain Chock
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