Aisha Rajani

Executive Assistant at Hamad Medical Corporation

• Qatar - Doha
• My current job since November 2012

Accomplishments

•Managing all senior administrative work & high level correspondence with in the departrments of HMC
•Maintaining the schedule and appointments of the ED.
•Screening phone calls and visitors coming, and directing others to the concerned personnel/Departments.
•Making extensive travel arrangements for trips taken by the ED i.e. airline and hotel reservation (for official Mission / External Conference)
•Arranging meetings with senior staff or executives and make necessary arrangements.
•Managing the manpower requirements for the department & consequently managing international recruitment of employees from countries like England, Iceland, Australia & from the middle east (Visa issuance, airline & Hotel booking, interviews, City tour & all of their itinerary)
•Preparing meeting agenda and power point presentation for the meeting.
•Attending meetings in order to record minutes & compiling, transcribing using MS word processor and distributing the Action Points List (minutes of meeting).
•Following-up with participants to ensure that resolutions and recommendations (actions) made at meetings are implemented.
•Arranging visiting schedule for delegates, officials from outside HMC and visiting consultants, making necessary arrangements to facilitate their visit i.e. transportation, airline and hotel reservations, lunch/dinner booking, notifying Departments or officials to be visited, provide access/advise for visitors to the required information.
•Handling requests for information/inquiries from staff members in Department or other Departments and resolves or assists in resolving a variety of enquiries/complaints made by concerned parties
•Receiving, reviewing and sorting all incoming correspondences thru mail, faxes, e-mails, to ED / Dept office.
•Preparing responses to correspondences pertaining to routine and technical inquiries.
•Composing complex replies/letters to non-routine inquiries for the review and signature of ED.
•Preparing invoices, electronic or manual monthly time sheet for the ED/Dept, annual budget preparation proposals for the Department using computer MS Office applications.
•Monitoring and supervising the performance and work done by subordinate clerical staff.
•Screening and reviewing correspondences prepared by subordinate clerical staff in the Department for proper format, grammatical and typographical accuracy, conformance to corporation established policies and instructions of the Chairman / Department Head.
•Maintaining a filing system and keep records pertaining to reports and correspondences concerning the Department.