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Diana Haddad, Executive Assistant

Diana Haddad

Executive Assistant ·Webuild group

United Arab Emirates

Diploma, office management and executive secretarial course

Work experience

Total years of experience: 16 years, 5 months

Executive Assistant

September 2021 - April 2022

Webuild group

Dubai, United Arab Emirates

September 2021 - April 2022

•Build and maintains a positive relationship with partners and stakeholder representative as required

•Provide timely and efficient secretarial services including minute taking and relevant administrative support to meetings, workshops, seminars and related forums as required.

•Assist the operations controller with meetings, communication with third parties and documentation

•Provide assistance on a required basis to teams with Dubai branch

•Assist with all other ad hoc administrative duties as they arise.
Company industry:
Construction & Building
Job role:
Construction and Building

Personal Assistant to Managing Director and CEO

May 2016 - September 2020

Mawarid Finance

Dubai, United Arab Emirates

I found this job using Bayt.com

May 2016 - September 2020

• Maintain and manage the MD's workflow.
• Organize and schedule events, conferences and daily meetings for the Managing Director.
• Preparing expense claims of the MD.
• Respond/direct emails to designated employees on behalf of the MD.
• Ensure the MD is up to date, briefed, and prepared for any meetings they are involved in.
• Prepare travel itineraries in connection with the arrangements for the MD.
• Prepare preparatory presentations on Microsoft PowerPoint.
• Brief the MD on internal matters and collect information if required.
• Prepare handover documents between previous and future MDs.
• Coordinate with the HR regarding leaves, events, and travel.
• Responsible for dividends check distribution for Board Members and shareholders.
• Prepare confidential and sensitive documents.
• Preparing correspondence, delegating work during CEO absence, assisting Executive office team
• Word processing, dealing with correspondence, writing emails/letters and corporate documentations/SOP’s/policies.
• Liaising with clients, suppliers, advisors, shareholders, intercompany directors and other staff;
Company industry:
Economics & Financial Consulting
Job role:
Human Resources and Recruitment

Executive Secretary

January 2016 - April 2016

Emirates Civil Defence Academy

Dubai, United Arab Emirates

I found this job using Bayt.com

January 2016 - April 2016

• Managing the day-to-day operations of the office.
• Organizing and maintaining files and records.
• Planning and scheduling meetings and appointments.
• Preparing and editing correspondence, reports, and presentations.
• Responsible for issuing letter to Civil Defence - Dubai.
• Prepare responses to correspondence containing routine inquiries.
• Receive, direct and relay telephone messages and fax messages.
• Preparing Issue Vouchers.
• Responsible for office Material and stationary and Operating and maintaining office equipment.
• Supervise and train other clerical staff.
• Maintaining records and files.
Company industry:
Primary, Prep, & Secondary School
Job role:
Administration

Executive Secretary

January 2016 - April 2016

Emirates Civil Defence Academy

January 2016 - April 2016

• Managing the day-to-day operations of the office.
• Organizing and maintaining files and records.
• Planning and scheduling meetings and appointments.
• Preparing and editing correspondence, reports, and presentations.
• Responsible for issuing letter to Civil Defence - Dubai.
• Prepare responses to correspondence containing routine inquiries.
• Receive, direct and relay telephone messages and fax messages.
• Preparing Issue Vouchers.
• Responsible for office Material and stationary and Operating and maintaining office equipment.
• Supervise and train other clerical staff.
• Maintaining records and files.
Company industry:
Primary, Prep, & Secondary School
Job role:
Human Resources and Recruitment

Administrator

April 2015 - June 2015

Dubai Investments

Dubai, United Arab Emirates

I found this job using Bayt.com

April 2015 - June 2015

• Supervise and coordinate activities of staff and prepare time sheets.
• Interview job applicants. Conduct phone interviews.
• Prepare presentation related to Audit Department. Coordinate meetings.
• Sort and distribute incoming mail to areas and staff within the organization and dispatch outgoing mail.
• Write business letters, reports or office memos using word processing programmers.
• Answer telephone enquiries from customers, attend to visitors and assist other staff in the organization with their enquiries.
• Operate a range of office machines such as photocopiers, computers.
• File papers and documents.
Company industry:
Other Business Support Services
Job role:
Administration

Executive Secretary

June 2008 - May 2013

JV-J&P Joannou & Paraskevaides (O) Ltd-J&P AVAX S.A.

Amman, Jordan

June 2008 - May 2013

Responsibilities


- Preparing the Monthly Report for the MEP Department.
- Responsible for preparing internal and external letters, memos, and all correspondence related to the department.
- Distribute incoming correspondence, including faxes and emails.
- Maintain efficient archiving and filing system.
- Prepare meeting schedules, making prior arrangements, meeting agendas, registering, and typing the minutes of meetings.
- Follow up tender's and preparing the comparison sheets.
- Working on the procurement material schedule, budget schedule for the MEP Department.
- Establish work procedures and schedules, and keep track of the daily work of clerical staff.
- Operate office equipment such as fax machines, copiers, and phone systems, and use computers for spreadsheet, word processing, database management, and other applications.
- Ordering and maintaining stationery and equipment supplies.
- Respond to public inquires.

HR Responsibilities

- Administrative tasks - filing, new hire packets, and other tasks assigned by the HR Generalist.
- Assists with the pre-employment and new hire process; ensures appropriate documentation in compliance with established standards.
- Following up HR work and the daily update of HR system: entering new employees, issuing the monthly time cards, and updating employee information.
- Keep track of address changes, changes in job titles, benefits, and salaries.
- Organize all HR department records, employment files and maintains operation of office equipment.
- In charge of all HR monthly reports requested by project manager / head quarter-Cyprus.
- Ordering recruiting supplies.
- Assist with new hire paperwork.
- Conduct phone interviews.
- All other duties and responsibilities, as assigned.
Company industry:
Construction & Building
Job role:
Administration

Executive Assistant for Project Manager

October 2004 - May 2008

The Morganti Group Inc. (CCC Subsidiary)

Amman, Jordan

October 2004 - May 2008

-Read and analyze incoming memos, and reports in order to determine their significance and plan their distribution.
-Typing correspondence (email, faxes, and letters).
-Filling and archiving incoming and outgoing documents in hard and soft copies.
-Open, sort, and distribute incoming correspondence, including faxes and email.
-Excellent typing skills in Arabic & English at least 45 words per minute.
-Compose routine correspondence not requiring the personal attention of management. Composes and prepares confidential correspondence, reports, and Official letters.
-Make routine appointments and arrange conferences and meetings.
-Manage and maintain executives' schedules.
-Carry out various secretarial and administrative duties assigned by the General Manager.
-Access and print out any messages in the executive computer “mailbox” regarding the work.
-Supervise other clerical staff, and provide training and orientation to new staff.
-Set up and maintain paper and electronic filing systems for records, correspondence, and other material.
-Prepare Time Sheet for Senior Engineers in the Project.
-Coordinate with departments regarding schedules and meetings.
-Prepare daily, weekly and monthly report for the executive.
-Safeguard confidential information and sensitive material.
Company industry:
Construction & Building
Job role:
Administration

Secretary

October 2003 - October 2004

United Medical Industries Ltd (UNIMED)

Amman, Jordan

October 2003 - October 2004

-Drafting (email, faxes, and letters).
-Filling and archiving incoming and outgoing documents in hard and soft copies.
-Handling incoming/outgoing phone calls, sorting and distributing the mail, typing correspondence, meeting coordination, and accurate filing and record keeping.
-Coordination with HR office on all personal matters relating to manpower requirements.
-Handling all incoming and outgoing correspondence.
-Handling correspondence and responds independently when possible.
-Sorting the mail into categories (Urgent, personal, private, confidential letters, registered mail).
-Make travel arrangements.
Company industry:
Medical Hospital
Job role:
Secretarial

Assistant Administration

October 2001 - October 2002

Hashemite University

Zarqa, Jordan

October 2001 - October 2002

-Handle all correspondence on own initiative.
-Maintain a good filing system.
-Working on Clerical Jobs, Filling, writing the internal and external Letters.
Company industry:
Primary, Prep, & Secondary School
Job role:
Accounting and Auditing

Education

Young Women’s Christian Association (Y.W.C.A)

July 2003

July 2003

Diploma, office management and executive secretarial course

Jordan

Skills

certified project manger
Expert
certified project manger
Expert
Clerical Skills
Expert
Clerical Skills
Expert
Decision Making Skills
Expert
Decision Making Skills
Expert
Office Administration
Expert
Office Administration
Expert
Project Work
Expert
Project Work
Expert
 Excellent computer skills.
Expert
 Excellent computer skills.
Expert
certified project manger
Expert
certified project manger
Expert
Clerical Skills
Expert
Clerical Skills
Expert
Decision Making Skills
Expert
Decision Making Skills
Expert
Office Administration
Expert
Office Administration
Expert
Project Work
Expert
Project Work
Expert

Languages

Arabic
Expert
English
Expert

Hobbies

  • travelling