Administrative Secretary
Cleveland Clinic Abu Dhabi
Total years of experience :21 years, 11 Months
• Assistant to Senior Director of Strategy & Business Development, Director of Business Development and Director of Strategic Alliances.
• Provided administrative assistance to SBD team covering arranging meetings and delegations, raising POs and invoices, and preparing powerpoint presentations
• Organize flight, hotel, transportation, plan travel itineraries for overseas and local business trips
• Conducted research to support key projects including market assessments feasibility studies and stakeholder landscape
• Co-prepared CCAD annual market reviews covering UAE, GCC and select European/ Asian countries
• Prepared stakeholder briefs and presentations for internal use
• Organized and coordinated multiple stakeholder delegation visits
• Monitored SBD budget spend and prepared monthly reports to SBD leadership
• Prepared stakeholder database for internal use
• Provides administrative assistance to Development Coordination Office (DCO) team.
• Organize meetings and communicate effectively with those invited to attend. Record the meeting minutes.
• Observes and applies strict level of confidentiality and discretion in all matters.
• Prepares correspondences from issuance of letter references to final version for Director’s signature and distribution.
• Process business related payment request for the Development Team.
• Prepare slides and other relevant material for presentations.
• Performs related duties assigned such as preparing progress reports and status sheets.
• Responsible for all project documents, transmittals, submittals and correspondences and ensures proper distribution.
• Receives and registers documents, reviews completeness of documentation and prepares document transmittals.
• Maintains an established data distribution system and schedule for the assigned project based upon Client, Consultant, and Contractor and Project requirement.
• Maintains project database in Aconex. Controls issuance of document numbers.
• Facilitate issuance of Prequalification documents, Request for Proposals, Tender Documents, Technical Queries & Clarifications.
• Monitor proper classification & sorting of documents, archiving and retrieval in accordance with project document procedure.
• Ensure that the quality of Consultant /Contractors deliverables (ie. numbering, revision status and formats of Design & Supplier documents) is consistent and meets the standards.
• Monitor Tracking Schedule for In & Out of Submissions and it’s status.
• Follows-up outstanding responses to requests, ensuring deadlines are adhered to.
• Supports audits for quality assurance, internal technical reviews and external audit.
• Performs file backup to ensure proper electronic storage and archiving of electronic registers.
• Maintains high volume of filing for documentations and records.
• Liaise with QA/QC Manager in formulating procedures and work flows in line with the Project requirement.
• Responsible with the development, implementation and interpretation of project document control procedures.
• Establish and implement procedures and controls for systematic retention, protection, retrieval, transfer and disposal of records.
• Maintain the document control system for the project ensuring all Project Instructions are adhered to.
• Ensures that the Project Team are fully conversant with the processes in place for document control.
• Issue Non-conformance report (NCR) to project participants not complying with the Project Instruction.
• Responsible for all project documents, transmittals, submittals and correspondences and ensures proper distribution.
• Checks Consultant’s Invoice, verify supporting documents and process Payment Certificate to Finance Dept.
• Facilitate issuance of RFP, RFI, Tender Documents, Clarifications, etc.
• Supports audits for quality assurance, internal technical reviews, client reviews and ISO Standard audit.
Other Functions:
ADMINISTRATIVE ASSISTANT
• Provide Personal Assistance to Sr. Project Manager and administrative support to the Project Team.
• Prepares computer-based draft correspondence to company standards from general guidelines provided by originator. Submits for review and types final version for signature and distribution.
• Acts as first point of contact for both internal and external visitors wishing to contact the Project Director/Project Managers to ensure that only those having genuine and acceptable reasons may do so.
• Makes travel arrangements in a time-effective way.
• Observes and applies strict level of confidentiality and discretion in all matters.
• Arrange for meetings when requested and communicate effectively with those invited to attend. Record the meeting minutes.
• Process personal and business related payment request for the Project Team.
November 2007 - November 2008 Al Qudra - Projacs International
P.O. Box 108222
Abu Dhabi -UAE
Projects:
• Shams Development Project Al Reem Island, Abu Dhabi, UAE
• Morina Residential Tower Project Al Reem Island, Abu Dhabi, UAE
• Zayed Bay Project Maqta Bridge Area, Abu Dhabi, UAE
• Al Qudra Headquarters Abu Dhabi, UAE
DOCUMENT CONTROLLER
Job Description:
• Responsible for all project documents, transmittals, submittals and correspondences and ensures proper distribution.
• Maintains an established data distribution system and schedule for the assigned project based upon Client, Consultant, and Contractor and Project requirement.
• Supports audits for quality assurance, internal technical reviews, client reviews and ISO Standard audit.
• Monitor proper classification & sorting of documents, archiving and retrieval in accordance with project document procedure.
• Preparation of reports on status of issue of deliverables, status of approval etc.
• Performs other similar or related duties assigned such as preparing self - correspondences, progress reports, and status sheets.
July 2005 to November 2007 Consolidated Contractors International Company (CCC)
P.O. BOX 224 Abu Dhabi, UAE
Projects:
• Low Sulphur Diesel Production Project Bahrain
• Qatar Gas II Development Project Qatar
• Qatar Gas 3 & 4 Onshore Project Qatar
• Al Khafji Development Phase 1 Facilities Saudi Arabia
• Al Khaleej Gas Project Qatar
• Hawiyah NGL Project Saudi Arabia
• Ras Laffan Project Qatar
DOCUMENT CONTROLLER
Job Description:
• Ensures that all documents are properly received, logged, routed and filed and also ensuring that current revision of controlled documents are available for the Project team.
• Maintain the document control system for the project ensuring all document control procedures are adhered to.
• Controlling of construction documents such as design specifications, design drawings, vendor documents, project procedures, construction calculations and construction drawings.
• Update project management on project progress status, control sheets, issue of transmittals and correspondence status.
• Assists with the development, implementation and interpretation of project document control procedures.
• Scrutinize and input document data in engineering document registers, ensuring that the information entered is accurate and up to date at all times.
• Upload/ log document in the data management system using Visual Byblos Cyberspace.
• Supports audits for quality assurance, internal technical reviews, client reviews and ISO 9001 auditors.
• Upload and download documents using web-based software like Projects On Line (POL) by Fluor, INDRA by JGC, IPIX by Linde Engineering, etc.
June 2002 - June 2005 Fashion Colours Est.
Dubai, UAE
SECRETARY
Job Description:
• Routing/ controlling of documents, maintain efficient distribution, creating file lists etc.
• Maintain a variety of files and records in a systematic manner for review and retrieval.
• Makes arrangements for meetings, including booking venues, ensuring all participants are aware of timing and adequate supplies of stationery are available.
• Replenishes stationery and arranges servicing of office equipment to ensure the manager can function effectively and with minimum disruption.
• Follows-up outstanding responses to requests, ensuring deadlines are adhered to.
• Responsible for all incoming and outgoing correspondence.
• Managing and screening appointments, drafting minutes of meetings and memos.
• Set up and maintain paper and electronic filing systems for records, correspondence, and other material.
• High volume filing.