Executive Secretary to the General Counsel & Board Secretary
Qatar Petrochemical Company - Qapco
Total years of experience :14 years, 5 Months
- Admin support and arrangements for the Board and Annual General Assembly Meetings and relevant activities as instructed by the General Counsel from time to time.
- Constant coordination with the Board of Directors offices and shareholders representatives.
Maintain an up to date comprehensive filing system ensuring correspondence, standard and special letters, internal memos, Company forms, report text and tabulations, circulars and notices and updates these as well as other material such as catalogues, manuals and references used by assigned organization personnel is filed on a daily basis and old correspondence/files cleared out on a regular basis. This includes the department DMS and custodian of original documents.
File and document all cases, closed or ongoing, to ensure that all of these are properly documented, catalogued and maintained in a safe manner.
Receive and pass on mail and messages for Supervisor and other personnel in assigned department, which includes opening, sorting and distributing mail in accordance with established procedures, retrieving filed correspondence as necessary, answering the telephone and taking messages for manager or other personnel, and passing on routine messages as requested for appointments and/or information meetings.
Type a variety of material in English, such as standard and special letters, internal memos, Company forms, report texts and tabulations, minutes of meetings, circulars, notices and labels, from handwritten drafts, verbal instructions, brief notes or updated worksheets, for manager or other personnel, using typewriter or word processor.
Use appropriate layout and paper, proofreads such material, passes to originator for checking and initialing, obtains signature as applicable, takes photocopies for files and arranges forwarding to addressee.
Invoice processing (PR & SES creating)
Departments periodical reports
Follow up in a very effective manner on all sign off approvals facing the head. Key liaison with managers in ensuring the head approves key documents in a timely manner.
Make travel arrangements in a time-effective way, including booking itineraries/venues to ensure most effective use of manager’s time.
Receive and screen telephone calls, letters, and/or visitors, answers routine questions and furnish information as necessary to ensure availability of data and efficiency of service.
Schedule meetings for the General Counsel, with the chiefs, CEO, board of directors etc. including sending notification of dates, times, location of meetings to all attendees and advising attendees of any changes well in advance, compiling and issuing meeting agendas and minutes as per the agreed deadlines.
Organize the General Counsel’s diary ensuring enough time for each meeting and assist them to keep to the timetable daily by ensuring that internal attendees arrive on time.
Carry out special duties according to the nature of assigned organization’s work such as preparing simple administrative reports in accordance with prescribed formats, locating specified staff, maintaining special registers for forms, checking routine documentation for accuracy and authorization.
Perform other similar or related duties such as providing general administrative assistance to department's visitors, maintaining stocks of Company forms and other stationery supplies for the use of the department; making photocopies of documents; operating word processor, computer terminal, PC, photocopying machine, telex machine and running errands for assigned organization personnel as requested.
EGIS INTERNATIONAL (Consultancy & Project Management)
QEZ3 UM ALHOUL SPECIAL ECONOMIC ZONE PROJECTS
Currently holds 5 Major Projects:
1. Package 3.1A/B Construction of Roads & Infrastructure (665.85 M)
2. Design And Build Light Industrial Units (113 Million)
3. Package 2.1A Construction of Roads & Infrastructure (463 Million)
4. Package 2.1B Construction of Roads & Infrastructure (142.77 Million)
5. Construction of Utilities for Arterial Roads (446.88 Million)
Maintained construction documentation, project plans and files.
Assist Project Director with meeting, planning and scheduling.
Prepare and submitting monthly reports.
Planned and scheduled events, which involved county officials.
Attended project meetings, recorded transcripts of discussion and preparing minutes of meeting.
Organize and compile Invoices and Payment Certificates for the subcontractors.
Accurately create and track Time & Material documents used for subcontractors to bill for work performed in addition to original contract.
Confirm accuracy of numbers and inclusion of proper legal documentation.
Compose and send letters to designated persons, receive and distribute incoming correspondences and filing.
Process change orders, quote requests, directives, etc.
Serve as a professional and knowledgeable first point of contact; managed phone calls and visitors.
Work in a fast paced environment where a sense of urgency is a must.
Document Control:
Submitting all correspondences, technical submittals, CRFI’s, etc. thru online management system.
Compiling all project’s documentation specifically correspondences, monthly reports, transmittals, submittals etc.
Receive and distribute incoming and outgoing letters, CRFI’s, submittals and RFI’s to concern disciplines.
Tender Assistant:
Administration of Client Contracts and Contract Pricing in collaboration of Tender Team.
Ensuring contract obligations are acted upon in a timely manner in collaboration with the legal team.
Developing and maintaining strong working relationship with internal and external stakeholders.
Through the Project Manager, acting as central contract for internal and external stakeholders for tender queries.
Compiling and formatting corporate presentations to internal and external stakeholders.
Attending meetings and site visits as and when required.
Procurement Assistant:
Analyzing quotations and preparing comparison sheet.
Processing Material Request thru our procurement system (Buildsmart).
Providing purchase order and sending it to the concerned suppliers.
Compiling all Material Requisitions and Order Confirmations.
Attending meetings, seminars and workshops related to sales.
Administrative jobs like monitoring staff’s attendance and overtime.
Preparing daily, weekly and monthly reports.
Closing the cash till points and checking the figures.
Monitoring the store’s stocks.
Gathering information for implementing the new project.
Collecting inputs from clients.
Listing out the Documents and documenting the project details.
Explaining the Project Plan to internal execution team.
Submission of documents and creating Transmittal through Systemized Document Control.
Describing and creating the Acknowledge letters for the clients through Systemized Document Control.
Contractor for Carry Technology Co. as Stock Leader.
Undertaking secretarial duties such as proof reading, organizing and filling documents.
Input/Encoding documents in data form into a customized databases tailored for the company.
Provisioning of work orders for assembly and packing departments.
Receiving, recording and inventorying of stock materials.
AMA Computer Learning Center (Business & Information Management) Graduated, Batch 2003-2004 Awards obtained – Most Outstanding Student of the Year Computer Skills Competition Champion