SAMAR ELGABRY

Asst. Engineer / Executive Secretary at Western Region Municipality

• United Arab Emirates - Abu Dhabi
• March 2009 to July 2011

Western Region Municipality, Abu Dhabi Emirate, UAE
From March 2009 to July 2011
Job Title: Asst. Engineer / Executive Secretary
Job Description: • Document Controller and executive secretary.
• Preparation of work orders, letters of award, NOCs, outgoing mails.
• Preparation of the power point presentation for the division.
• Distribution of incoming mails and correspondences
• Follow up with the customers (citizen requests)
• Preparation of the weekly and monthly reports for the division.
• Renders assistance to the Top management in arranging meetings and conferences,
schedules interviews and appointments, and performs other duties related to maintaining one or more individual schedules; makes travel and lodging arrangements, either directly or through travel agencies.
• Organize meetings, take proper minutes, and maintain strict confidentiality.


• Performs a wide variety of typing assignments which are sometimes confidential in nature; operates personal computer to enter data, draft, edit, revise, and print letters,
tables, reports, and other materials.
• Coordinates, oversees and performs a wide variety of administrative, secretarial & operational support activities.
• May serve as a liaison with other departments on basic administrative and/or operational matters.
• Sorts, screens, and distributes incoming and outgoing mail; drafts or prepares
responses to routine inquiries; prepares photocopies and facsimiles, and operates a
variety of office equipment.
• Establishes, maintains, processes, and updates files, records, certificates, and/or other
documents.
• Provide the first point of contact and support to visitors and telephone callers (dealing with inquiries courteously and efficiently) by welcoming, greeting and assisting the visitors.
• Performs miscellaneous job-related duties as assigned.
• Answers all general queries
• Provides leadership and active involvement that is sensitive to the cultural needs of division staff.
• Provides secretarial and administrative support including answering phone calls,
typing, editing and formatting documents.
• Creates spreadsheets and processes data entry.
• Arranges meetings and appointments, books meeting rooms and informs attendees of timing and location of meetings. Produces agenda and prepares information required for meeting. Produces minutes and distributes to attendees as required.
• Maintains database that provide current information on Consultants and Contractors
actions. Updates database at the end of each month.
• Creates and maintains an organized filing system and office archives.
• Welcomes visitors when they arrive for appointments.
• Organizes and distributes incoming mail and dispatches outgoing mail for the office.
• Collects, distributes and sends faxes, photocopies and maintains working order of office machinery.
• Orders stationary or stock required for division staff.
• Attends other meetings if required and takes minutes.
• Organizes transport for external business appointments.