Mays Basheer

Serving as CEO Office Manager at First Iraqi Bank (FIB), I operate in a highly strategic and trusted capacity that integrates executive support, administrative leadership, and cross-functional coordination. I position myself as the “organizational mind and executive arm” of the Managing Director, ensuring seamless operational flow, disciplined execution of decisions, and alignment across all departments.

I am committed to upholding the highest standards of professionalism, precision, and organizational excellence, consistently reflecting the Bank’s vision and strategic direction.

Key Responsibilities:

• Executive Communication & Calendar Management
Manage the MD’s official correspondence with a high level of discretion and prioritization, ensuring timely responses and effective communication flow. Oversee and optimize the MD’s calendar, coordinating meetings, appointments, and strategic engagements.

• Travel & Logistics Coordination
Lead end-to-end executive travel arrangements, including flights, accommodations, visa processing, and detailed itinerary planning to ensure efficiency and comfort.

• Cross-Functional Liaison
Act as the central point of coordination between the Managing Director and department heads, facilitating clear communication, alignment, and timely execution of directives.

• JIRA System Oversight & Task Governance
Utilize JIRA to monitor departmental tasks and strategic initiatives, ensuring progress tracking, accountability, and alignment with organizational priorities. Maintain structured workflows to follow up on executive decisions and ensure their timely implementation.

• Reporting & Performance Coordination
Consolidate monthly and quarterly departmental reports, providing structured insights and coordinating review meetings with stakeholders as required.

• Executive Meetings & Events Management
Plan and oversee executive-level meetings and official events, ensuring professionalism, precision, and high-quality delivery.

• Administrative & Documentation Governance
Collaborate closely with Administration, Archiving, and Registry functions to streamline documentation processes, enhance correspondence management, and improve operational efficiency.

• Official Correspondence & Confidentiality
Draft formal communications, prepare meeting minutes, and safeguard sensitive information with the highest level of confidentiality and integrity.

In my role providing direct executive support to the Chief Executive Officer, I operate as a strategic partner in driving efficiency, coordination, and organizational effectiveness. I ensure that executive priorities are executed with precision while maintaining seamless communication across internal and external stakeholders.

I bring a proactive, detail-oriented approach, anticipating leadership needs and enabling the CEO to focus on high-impact strategic initiatives.

Key Responsibilities:

• Executive Support & Strategic Assistance
Deliver comprehensive administrative and executive support to the CEO, including complex calendar management, meeting coordination, and prioritization of high-volume correspondence. Anticipate requirements and proactively manage tasks to enhance executive efficiency and productivity. Prepare, review, and refine official communications on behalf of the CEO. Collaborate closely with the HR function on key initiatives, including recruitment processes, employee relations matters, and follow-up on CEO directives.

• Office Operations & Stakeholder Coordination
Oversee the day-to-day operations of the CEO Office, ensuring structure, organization, and efficiency in all administrative processes. Act as the primary liaison between the CEO, senior leadership, internal departments, and external stakeholders, facilitating clear and professional communication. Manage incoming communications, ensuring timely responses and appropriate escalation when required. Monitor and control office-related budgets and expenses.

• Travel & Logistics Management
Coordinate complex executive travel arrangements, including international and domestic itineraries, accommodation, and transportation. Ensure all travel plans are optimized for efficiency and aligned with executive priorities. Prepare and reconcile travel expense reports with accuracy and timeliness.

• Meetings & Executive Events Coordination
Plan, schedule, and coordinate high-level internal and external meetings, ensuring all materials, briefings, and logistics are prepared in advance. Oversee the organization of conferences, executive engagements, and special events hosted or attended by the CEO, maintaining a high standard of professionalism and execution.

• Special Projects & Strategic Initiatives
Support the CEO in driving special projects by conducting research, gathering and analyzing data, and continuously monitoring progress to ensure alignment with strategic objectives and timely delivery.

• Legal Coordination & Documentation Oversight
Serve as the coordination point between the organization and external legal counsel, ensuring efficient handling of legal matters and timely follow-up on documentation. Support the review and organization of legal documents in alignment with corporate governance requirements.

• I worked as an official for the visa department, especially the Turkish visa, as we were the exclusive agent for issuing Turkish visas to travel agents in Baghdad. This is in addition to tourism program management, health insurance, and the following duties
• Ticketing Responsibilities
• Issuing Tickets: handling the issuance of tickets for flights, trains, buses, or other modes of transportation.
• Customer Service Duties
• Handling Inquiries: Responding to customer inquiries regarding travel schedules, ticket prices, routes, and any special requirements.
• Problem Resolution: Resolving issues such as flight delays, cancellations, or booking errors promptly and efficiently.
• Administrative Tasks
• Record Keeping: Maintaining accurate records of bookings, transactions, and customer interactions.
• Reporting: Providing reports on ticket sales, customer feedback, and service issues to management.

• Primary responsibility is to assist customers with booking travel arrangements, such as flights, hotels, and transportation. handle ticketing, reservations, and provide essential information about travel options and destinations. Additionally, offering customer support, resolving inquiries, issues, and ensuring a smooth travel experience from start to finish. My role was crucial in ensuring customer satisfaction and facilitating enjoyable and hassle-free travel experiences.