Aya Alhakeem

Executive operations and project management professional with 8+ years of combined professional experience, including nearly six years in institutional operations, executive support, project management, and stakeholder relations. Progressed through increasingly senior responsibilities at Rewaq Baghdad Center for Public Policy, ultimately providing direct support to the Chairman while overseeing institutional operations, strategic initiatives, external relations, and major events. Managed approximately 100 institutional sessions and 6 major conferences, coordinated cross-functional teams and volunteer groups of up to 60 members, and worked directly with diplomatic missions, government entities, international organizations, universities, vendors, and senior stakeholders.

Experienced in executive coordination, Board-level reporting, institutional correspondence, MOUs, procurement, vendor management, budget coordination, HR administration, events, and international visitors. International exposure includes professional exchange experience in the United States and professional development in Germany.

Progressive Roles in Program Management, Team Leadership, Office Management & Executive Support at Rewaq Baghdad Center for Public Policy (2020-03 – 2026-01)

Progressed through increasingly senior responsibilities, ultimately providing direct support to the Chairman while overseeing institutional operations, projects, external relations, and major events.

Executive & Institutional Operations at Rewaq Baghdad Center for Public Policy (2020-03 – 2026-01)

• Managed the Chairman's daily agenda, meetings, visits, external engagements, travel schedules, and follow-up on institutional priorities, decisions, and action items.
• Served as a key coordination point between the Chairman, Board of Directors, employees, researchers, diplomatic missions, government entities, universities, international organizations, and external stakeholders.
• Prepared Board meeting minutes, reports, official correspondence, presentations, and follow-up documentation, ensuring decisions and action points were communicated and tracked.
• Authorized to sign official institutional correspondence on behalf of the Chairman.
• Managed official communications with external institutions and coordinated invitations, meetings, visits, and participation of senior and international stakeholders.
• Coordinated and administered institutional Memoranda of Understanding (MOUs) with external partners.
• Supported the day-to-day management of institutional operations, ensuring coordination across administrative, programmatic, and external-facing functions.

Project, Program & Event Management at Rewaq Baghdad Center for Public Policy (2020-03 – 2026-01)

• Managed the end-to-end delivery of approximately 100 institutional dialogue sessions and programs, from planning and stakeholder coordination through execution and reporting.
• Led the operational delivery of approximately 6 major conferences, including large-scale institutional events involving government, diplomatic, academic, and international stakeholders.
• Led the operational coordination of major conferences, covering venue and supplier coordination, budgeting, invitations, logistics, volunteer recruitment and training, guest management, and on-site execution.
• Coordinated invitations and participation of international guests and diplomatic missions, including follow-up on visa requirements and travel arrangements.
• Managed Itmam, an internal event-management initiative, delivering approximately 50 small-scale sessions and dialogue events and 2 major conferences from planning through execution.
• Coordinated with universities, government entities, diplomatic missions, NGOs, international organizations, and other institutional stakeholders to facilitate programs and events.
• Supported the planning and execution of institutional visits and international delegations.

Team Leadership & People Coordination at Rewaq Baghdad Center for Public Policy (2020-03 – 2026-01)

• Led and supervised a team of 6 staff members, distributing responsibilities, monitoring progress, providing guidance, and reporting team performance to management.
• Recruited, trained, assigned, and coordinated volunteer teams ranging from 10 to 60 members for major conferences and institutional events.
• Designed volunteer workflows and provided operational training for event reception, guest movement, coordination, and on-site responsibilities.
• Trained incoming interns, assigned responsibilities, monitored their work, and prepared performance updates for the Board of Directors.

Institutional & External Relations at Rewaq Baghdad Center for Public Policy (2020-03 – 2026-01)

• Maintained direct working relationships with diplomatic missions, government representatives, universities, NGOs, international organizations, and other institutional stakeholders.
• Coordinated official invitations, meetings, institutional visits, and participation of external stakeholders in policy discussions and events.
• Engaged directly with government and institutional representatives on invitations, meetings, events, and discussions related to political and governmental developments.
• Served as the primary point of contact for visiting international trainees, coordinating transportation, schedules, institutional activities, and cultural visits within Baghdad.
• Represented the institution in selected external coordination activities and supported senior leadership during domestic and international travel.

Administration, Procurement & Finance at Rewaq Baghdad Center for Public Policy (2020-03 – 2026-01)

• Managed office administration, documentation, procurement, supplier coordination, scheduling, and operational requirements.
• Prepared preliminary event and project budgets and monitored related expenses as part of project planning and execution.
• Coordinated with vendors and service providers, including negotiation of requirements, quotations, timelines, and delivery.
• Participated directly in procurement activities and managed purchasing requirements for institutional projects and events.
• Temporarily assumed responsibility for financial administration, including employee and Board payment distribution.
• Managed employee attendance records and prepared monthly attendance reports for payroll and financial processing.
• Supported HR and personnel administration, including onboarding, attendance, task coordination, and employee documentation.

Facilities & Office Development at Rewaq Baghdad Center for Public Policy (2020-03 – 2026-01)

• Led the operational coordination of the institution's relocation to and setup of its current facility.
• Oversaw the interior design and preparation of the new office, coordinating design requirements, suppliers, execution, and operational readiness alongside regular institutional responsibilities.

Interior Designer at Freelance (2018 – Present)

• Delivered residential and commercial interior design projects from concept development through client presentation and coordination.
• Managed client communication, project requirements, design revisions, and project planning.
• Produced technical drawings, 3D models, and visual presentations.
• Coordinated with contractors and suppliers during project execution.

Interior Designer & 3D Designer at D&D — Kitchens & Aluminum (2019-01 – 2019-06)

• Developed interior design concepts and 3D visualizations for residential projects.
• Produced 3D models and design presentations based on client requirements.
• Coordinated design requirements with clients and internal teams.

Interior Designer & 3D Modeler at TNT — Contracting & Interior Design (2019-01 – 2020-06)

• Developed interior design concepts and 3D models for residential and commercial projects.
• Conducted site visits and prepared on-site measurements.
• Communicated directly with clients to understand requirements and translate them into design solutions.
• Coordinated with contractors and project teams during execution.

Bachelor's Degree in Interior Design