Alia Taha

•Maintain archive of documents in both central document control system and departmental database so that evidence of all project details is easily accessible.
•Transcribe reports, incidents, memos and letters from departmental staff and issue to relevant person for approval so that communication between the interested parties is transparent.
•Receive documents, copy and distribute to relevant persons to ensure projects are moved forward.
•Coordinate submittals ensuring receiving procedures are adhered to and reminders are sent in order that deadlines are maintained.
•Communicate consolidated responses of submittals to contractors and consultants so that project details are clear.
•Organize meeting schedules, training requests and travel for all managers to ensure the smooth running of the department.
•Ensure that all documentation handled is approved and signed so that processes are followed and the information is directed to the necessary persons.
•Establish effective relationships with departmental staff so that cooperation is ensured.
•To comply at all times with all company issued management

Personal Assistant - National Takaful insurance Co., Abu Dhabi (July 2012 - Present)

• Help managers to make the best use of their time by dealing with secretarial and administrative tasks.
• Work will be handled efficiently in the absence if the Managers.
• Screening telephone calls, enquiries and requests, and handling them when appropriate
• Taking minutes of meetings.
• Meeting and greeting visitors at all levels of seniority
• Organizing and maintaining diaries and making appointments
• Dealing with incoming email, faxes and post, often corresponding on behalf of their manager.
• Carrying out background research and presenting findings.
• Producing documents, briefing papers, reports and presentations.
• Organizing and attending meetings and ensuring their manager is well-prepared for meetings.
• Liaising with clients, suppliers and other staff.
• Following up with technical and finalize policies for clients.
• Representing for the manager, making decisions and delegating work to others in the manager's absence.
• Devising and maintaining office systems, including data management, filing, etc.
• Arranging travel and accommodation and, occasionally, travelling with the manager to take notes or dictation at meetings or to provide general assistance during presentations.

Administrative Assistant - ADBOX Media (Dec 2009 - May 2011)

• To draft and prepare for signature, letters, internal memos and documents relating to routine matters.
• Make appointments, arrange meeting and manage / update the diary.
• Sorts, indexes and file materials numerically, alphabetically or by some other predetermined classification according to established procedures.
• Answers inquiries over the phone, explaining procedures and resolving routine questions or problems independently.
• Organizing and coordinating a variety of events for the organization, including trade shows, sales meetings, business meetings, employee appreciation events and virtual events
• Ensure an event runs smoothly and successfully

Administrative Assistant - Funoon Al Emarat General Contracting LLC (Jan - Dec 2009)

• sorting mail, answering phones, taking messages and following up with customers
• organize meetings, arrange travel, manage records and monitor expenses
• Traditional office duties, such as filing, copying, scanning, ordering supplies and overseeing supply reordering
• Ensure that project contracts and bids are complete and filed on time
• coordinating activities, such as workshops and meetings, off the job site