Dana Ayoub, Administration Manager

Dana Ayoub

Administration Manager

Seib Insurance & Reinsurance Company

Location
Qatar - Doha
Education
Bachelor's degree, Information Technology
Experience
13 years, 11 Months

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Work Experience

Total years of experience :13 years, 11 Months

Administration Manager at Seib Insurance & Reinsurance Company
  • Qatar - Doha
  • My current job since October 2022

Managing Dty CEO & CEO allocated tasks
o Acting as the point of contact among executives, employees, clients, and other external partners
o Managing information flow in a timely and accurate manner
o Managing CEO & Dty CEO calendar and set up meetings
o Format information and prepare statistics for internal and external communication - memos, emails, presentations, reports
o Take minutes during meetings
o Manage Calendar and correspondence

Compliance Support
o Support and coordination of regulatory issues including liaising with the concerned departments and board members based on the requirements of the Compliance department

Marketing Support
o Focal contact and coordinator for Marketing activities between CCH group team and Seib team
o Events Planning

Administration Management Function:
o Management and Board meetings support
o BSC coordination and support
o Ensure the smooth and adequate flow of information within the company to facilitate other business operations
o Manage office expenses and related activities in line with the budget and participate in expense budget preparation
o HR Management support: (Maintaining Targets and KPIs on company level, Personnel files, handling personnel issues…)

Special Projects Management:
o Act as a project manager on Special Projects
o Support in the development of new projects

Personal Assistant To Ceo at Seib Insurance and Reinsurance
  • Qatar - Doha
  • September 2015 to September 2020

My role as a PA to CEO covers the below:

- Managing the CEO agenda by assigning/editing meeting and reminders for the CEO.
- Attending management meetings and other meeting requested by the CEO to take minutes and assist when needed.
- Take care of all travel arrangement for the CEO and his guests. As well as other employees when needed.
- A team player; i used to assist management with any administrative, reports related and events.
- HR representative; welcoming all new joiners and taking care of the check in process. Same for employees leaving the company.
- Marketing representative; i used to assist the marketing head with events, brochures, all company printings, website and social media.
- Prepare presentations as requested by the CEO.
- Creating events on Teams for interninternal and external webinars.
- Being the focal contact with any client or supplier for the company.
- Taking care of the filing of all important company documents, agreements, NDAs, HR related files, and letters.

Temporary Office Manager at EFG Hermes
  • Qatar - Doha
  • December 2014 to April 2015

Temporary Role (4 months)

- Manage all administrative tasks in the office (stationary, bills, Post office, shipments, …)
- follow up on all immigration procedures with Qatar Financial Center
- Petty Cash and Company Credit Card control
- taking care of all invoices and bank transactions

Sales Support Specialist at Gulf Business Machines
  • Qatar - Doha
  • March 2014 to September 2014

- Assist account managers with their work
- Updating and managing the Company Database
- Supporting event managers in their events
- Bid management assistance ( make sure that all requirements are available and the proposal is ready on time)

Senior Personal Assistant at Servcorp
  • Qatar - Doha
  • June 2012 to March 2014

- Executive Secretary's role
- Real Estate assistant
1. in charge of all contracts
2. Uploads advertisements on websites
3. Generates invoices, receipts and all types of forms
- Marketing Assistant; contact clients and invite them for events and workshops
- Assist all floor managers with their requests (PA for several Managers)
- Creates Reports
- Petty cash control
- Set up and Connect IP Phones, printers, and Internet to all new clients
- Floor control, make sure that everything is working correctly and nothing is missing such as stationary, beverages, lights, plants, and refreshments.
- Customer Service
- Microsoft Office expert.
- Attend meetings and events on behalf of Managers and takes minutes of meeting.

Customer Relation Assistant at United Development Company (UDC)
  • Qatar - Doha
  • March 2011 to January 2012

The main tasks are:

1. Handeling all telephone calls, organizing appointments, customer service.

2. In charge of all Berthing Procedures for the Yachts such as: Maintenance reports, berthing contract, payments control, ...

3. Generating contracts, invoices, receipts, and petty cash.

4. Organizing and booking for all the activities (boat trips, Yachts trips, Fishing Trips, Water fun trips...)

5. In charge of all events handled in The Marina

6. Reception Control

Secretary at Sometal Offshore s.a.l
  • Lebanon - Beirut
  • June 2008 to January 2011

1- Making Transfers to banks, checking the swifts and recieving transfers.
2- handling all the payments (invoices, reciepts, cheques...)
3- Data entry all the accounting tasks daily in the EDM accounting system
4- minutes of meetings
5- organizing calenders
6- generating reports, presentations, sheets and studies
7- reception relief
8- emailing and arranging events
9- sending invitations and follow up with invitee
10- transferring calls and managing office in case manager is abroad.

Customer Relation at Beirut Mall
  • Other
  • June 2007 to June 2008

- Ability to coop with the work atmosphere from the very first day.
- Ability to perform different kinds of tasks under pressure especially in occasions
- Customer care and comfort
- Solving and fixing problems with customers and doing the best to solve their problem and please them

Education

Bachelor's degree, Information Technology
  • at Arab Open University
  • June 2009

I graduated in Spring 2009 holding a degree in Information Technology.

Specialties & Skills

Microsoft Office
Customer Service
Administration
Office Management
Workshop Presentation
MS Word, Excel, Access, Power Point
Microsoft Office software & the Internet
Typing 55 WPM
leadership
Teamwork

Social Profiles

Languages

Arabic
Expert
English
Expert

Hobbies

  • Swimming, Events