Chirene عويان

• Manage multiple projects as assigned by the Chairman related to diverse lines of business, community, and personal interests with inter-related activities and relationships.
• Coordinates calendar, travel, meeting, and schedule arrangements for the Chairman, staff, business partners, and customers. Includes initiating contact and securing appointments, equipment, and facilities as appropriate.
• Works closely with other team members to assure the Chairman’s preparation for meetings, presentations or other engagements. Administrative and functional activities include but are not limited to:
- Taking phone calls;
- Maintaining personal and business files;
- Corporate record keeping for multiple entities;
- Supporting marketing and strategic planning activities;
- Note taking & creating documentation
- Filing, storage & retrieval of business and personal activities.
- Handles financial and accounting matters for the chairman with confidentiality.
- Prepares and sends business and private correspondence.
- Coordinates operations of Chairman’s office including:
- Document preparation & control & internal communications
- General office maintenance to improve costs and effectiveness.
- Carries out responsibilities with professionalism, respect for others, in accordance with the organization’s policies and applicable laws.
- Any other duties as assigned.

May 2012 - Till date - U+ A Architects - Al Barsha 1, Dubai

Position: Executive Secretary

Duties & Responsibilities:
• Manages the day-to-day operational and administrative activities of the Directors by organizing the incoming flow of work, prioritizing incoming requests and following up to ensure timely response. Administering miscellaneous staff personnel requests. Organizing travel arrangements - business and vacation - for staff, maintaining personnel records & staff leave administration. Liaising with print companies for print orders of office and store stationery, maintaining stationery inventory. Administration of Staff Medical Insurance and Coordinates with IT staff for IT problems.
• Screens correspondence, responds to requests for non-technical information by correspondence and on the phone, drafts correspondence on general inquiries, assembles and summarizes information necessary for preparing a reply by the Director. Answers and screens telephone calls, provides routine and general information, redirects calls and correspondence to the appropriate person, as required; Organizes workshops, conferences, seminars and other special meetings, including but not limited to making initial contact with participants, prepares documentation to be distributed, and deals with participants’ particular requests, as needed.
• Assists the architects in keeping records of drawings, both archives and current, maintaining the CDM list. Process mail and email transactions, Liaises with the PRO to administer staff legal status (visas, labor cards, health cards etc.),

Jun 2010 - May 2012 - Concept FZE, Jebel Ali, Dubai

Position: Receptionist / Secretary
Duties & Responsibilities:
• Updates and maintains an organized and good filing system, disseminates
information, memos to concern offices and persons. Answers telephones, greet
visitors, respond to inquiries from clients. Handle letters, faxes and letters.
• Assist in administration duties and document classification, sorting, filing, archiving and retrieval of document in accordance to project document indexing and filing
system. Maintaining and archiving of all internal and external documents and documentation.
• Responsible for the attendance in the office and factory, office supplies, hotel
bookings and reservations, LPO and clients orders. Assisting other departments with administrative tasks as requested.

Apr 2007 - Oct 2008 - City Council, Local Govt Unit, Gingoog City, Philippines


Position: Social Welfare Officer / Administrative Assistant

Duties & Responsibilities:
• Interview incoming clients, updated, maintained and organized the filing system.
Disseminated information to colleagues and visitors. Answered telephones, routed and screened calls. Greeted visitors and responded to inquiries from clients.
• Handled letters, faxes and other documents, assisted with administration duties,
Classified, sorted and filed documents in the archives and retrieved documents on requestin accordance with project requirements.


2

Oct 2005 - Mar 2006 - Philippine National Bank, Gingoog City, Philippines

Position: Secretary to the Manager
Duties & Responsibilities:
• Answer phones route calls and greet visitors. Respond to inquiries from clients.
• Handled letters, faxes and other correspondence. Performed clerical functions and prepared invoices, memos, letters, and other documents