rachida.rhaffouli

Office Manager | Executive Administration

Profile summary

Career highlights

Key skills

Professional experience

Manages daily office operations and coordinates Middle East matters for Finance and HR departments based in Belgium headquarters. Oversees administrative staff, office budgets, vendor contracts, and government relations while providing calendar management and executive support to the VP.

• •Acts as primary point of contact for executives, employees, clients, and external stakeholders, managing information flow in a timely and accurate manner.
• •Schedules meetings and appointments for the C suite while providing full support to the VP through calendar management and diary control.
• •Processes invoices, expense forms, and reimbursement requests while managing the Middle East office budget and overseeing office supplies.
• •Plans company events and conferences, supervises administrative staff work, delegates tasks to junior employees, and ensures health and safety policies are followed.
• •Handles onboarding and offboarding for Middle East employees, administers payroll, updates HR records, arranges interviews, and manages contracts and price negotiations with office vendors.

Shaped operational workflows for the executive office, steering cross-office coordination across Dubai, New York, London, and Saudi Arabia while embedding corporate values across stakeholder interactions.

• •Executed complex multi-destination travel arrangements including private aviation and detailed itineraries with last-minute adjustments.
• •Managed executive inbox correspondence, prioritizing action items and tracking decision workflows until completion.
• •Compiled and coordinated materials for quarterly board meetings, management committees, and investment committee sessions.

Steered executive operations and administrative functions as the primary operational point of contact for the chief executive officer and management team. Directed complex international travel itineraries, board documentation workflows, and multi-party calendar management to maintain alignment across executive stakeholders.

• •Managed budgeting operations alongside overseas travel and accommodation logistics.
• •Processed international expenses and maintained end-to-end filing systems for the management team.
• •Drafted meeting agendas, coordinated facilities, arranged catering, and recorded committee minutes.

Guided executive operations for the Group CFO and Partner, aligning workflows across seven directorates covering human resources, legal, funds, information technology, tax, corporate affairs, and finance. Coordinated communications, marketing, events, and sponsorship teams to track delivery of strategic objectives.

• •Built and maintained data management systems for the finance team, coordinating travel budgets and processing expense forms, invoices, and reimbursements.
• •Organized business appointments and complex travel schedules for managers while recording, transcribing, and distributing meeting minutes.

• •Managed complex international travel itineraries and processed overseas expenses for senior leadership.
• •Drafted agendas, produced briefing papers, and recorded meeting minutes for board and committee sessions.

• •Handled diary scheduling and meeting coordination for executives and VIP clients.
• •Drafted correspondence and prepared board materials for internal projects.

• •Secured residency visas through coordination with Government Services Offices.
• •Maintained office supply inventory and filing systems.

• •Executed room and suite upgrade strategies during processed VIP guest check-ins and check-outs.
• •Managed guest requests and complaints for high-tier patrons on the executive floor.

Education

Stewarding and Stewards | Complete one-year flight attendant program, including theoretical and practical examination of C.S.S (Safety –Rescue), Grooming, Catering at Boeing B.727, B.737, B.747, Airbus A300, A310 and A320.

English literature | Undergraduate Studies (one-year full time, second year distant learning program)

Certifications

Languages