Fatat Al Hassan

• Prepare written translations of instructional and legal material, correspondence, legislations and board resolutions English/Arabic requested by partners and legal consultants.
• Review translated material for the accuracy of meaning, grammar and syntax.
• Answer inquiries from partners and associates and interpret and explain words and phrases for meaning and appropriateness.

• Oversee administrative staff of the office and develop a positive team culture.
• Coordinate work assignments and ensure adequate coverage at all times. Learn and master administrative processes; facilitate cross-training amongst the administrative team. Analyze internal processes, propose and implement procedural changes to improve administrative operations.
• Ensure prompt translation (English to Arabic and vice versa) and delivery of a variety of official documents, including, correspondence, agendas, contracts, marketing brochures, and letters and management reports
• Regularly monitor administrative process efficiency and facilitate open lines of communication between departments.
Liaise with internal departments to set up the workspace, phone, and access for new employees.
Act as the main contact for new employees during their transition and integration to work.
Manage hiring efforts for administrative position openings.
Support Triad Office Managing Partners in coordinating and compiling regional newsletter and other communications
• Approve accounts of office expenditures.
Coordinate building maintenance, construction, cleaning and manage vendor relationships and work product.
• Travel arrangement and visa process in coordination with HR.
Coordinate calendar, scheduling and rescheduling meetings and appointments with multiple parties.
Coordinate special meetings, events and functions in and out of the office.
Prepare correspondence, reports, and financial statements, as applicable, accurately and timely.
Receive and transmit telephone and facsimile messages accurately and promptly

Executive Assistant to three company partners.

Key Responsibilities:
• Served as an administrative liaison between various partners and company partners. Provided administrative support, which included organization and daily maintenance of office, communication system, filing, correspondence, copying, etc.
• Provided complex/ specialized administrative support such as maintaining databases, compiling and analyzing data, preparing reports/presentations to identify and convey results and trends as and when needed.
• Facilitated effective daily corporate communication and general work life of company partners, maintaining schedules and appointments for internal and external meetings, conferences and engagements for the three partners
• Conducted market research, collected requisite documentation and prepared presentation material to guide partners in executing effective internal and external meetings in view of achieving organizational objectives.
• Ensured prompt translation ( English to Arabic and vice versa) and delivery of a variety of official documents, including, correspondence, agendas, contracts, marketing brochures, letters and management reports, whilst adhering to accuracy of information, consistency with administrative policy, format, working and grammatical correctness.
• Ensured smooth operations pertaining to the ticketing process, prepared itinerary, in addition to pre flight check and pre paid ticket advice. Filed/acknowledged messages and prepared documents encompassing all other necessary arrangements in support of official VIP traveling needs.
• Maintained and monitored financial budgetary reports including sales forecasts/targets, scheduled expenditures, resource allocation plan and analysis of financial variances to provide summaries and feedback to partners on financial performance, fund management, risks control, profitability, etc.
• Assisted the partners in planning, implementing and controlling project expenses and consultants time sheets in view of key quantifiable parameters encompassing scope of work and project profitability/scheduling.

Executive Assistance to CEO

Key Responsibilities:
• Organized and scheduled the Group CEO’s external and internal meeting/appointments, whilst compiling all requisite documentation to be communicated during the meeting to ensure maximum effectiveness.
• Performed daily clerical tasks including incoming call, faxes and mail handling, filing and archiving documents/reports, photocopying orders, etc, in view of providing an efficient administrative structure.
• Composed correspondence from rough draft and transcription notes, pertaining to a wide variety of subjects, independently or in accordance with general instructions, producing accurate and error free documents for the director’s signature.
• Ensured prompt translation ( English to Arabic and vice versa) and delivery of a variety of official documents, including, correspondence, agendas, contracts, marketing brochures, letters and management reports, whilst adhering to accuracy of information, consistency with administrative policy, format, working and grammatical correctness.
• Analyzed incoming memos, submissions, and reports to determine their significance and plan their distribution, ensuring sensitive matters are kept strictly confidential.
• Ensured smooth operations pertaining to the ticketing process, prepared itinerary, in addition to pre flight check and pre paid ticket advice. Filed/acknowledged messages and prepared documents encompassing all other necessary arrangements in support of official CEO traveling needs.
• Greeted visitors and determined whether they should be given access to specific individuals and coordinated conference calls in view of effective corporate communication and superior guest relationship development.
• Acted as a liaison between guests, board of directors, executives, department employees and other personnel, in order to obtain and disseminate information and resolve discrepancies related to assigned work.

Executive Assistant to Marketing Director

Key Responsibilities:
• Audited and revised systems and procedures by analyzing operating practices, recordkeeping systems, forms control, office layout, and budgetary and personnel requirements; provided feedback to management for change implementation.
• Facilitated, coordinated and enforced division-wide operating procedures and internal controls for the assigned administrative support function, in view of maintaining operational consistency in instruction.
• Analyzed trends including analysis of financial benchmarks of acceptable performance and comparison of actual results to budget and producing summaries of financial data for effective decision making and initiation of corrective action at management level.
• Managed and evaluated all the daily correspondence of the marketing division such as sending and receiving faxes, mailing letters, attending to telephonic enquiries, whereby devising necessary revision format initiatives.
• Prepared various reports (e.g. monthly reports, statistical reports) to provide quick and accurate business overview. Gathered and summarized data for briefs, reports and correspondence.
• Sole liaison to VIPs at reception. Welcomed and directed the senior officials and clients to concerned personnel/ company representative as well as company director, ensuring superior guest relationship service.
• Organized and maintained Director/Manager’s diary; schedules and appointments for all internal and external meetings, conferences and engagements. Organized all aspects of the meeting, including room booking, associated documentation compilation and attendance.
• Drafted meeting agenda for the director/manager and circulated the same amongst the attendees. Prepared minutes of the meeting and documented it for recall purposes by the higher management.
• Ensured smooth operations pertaining to the ticketing process, prepared itinerary, in addition to pre flight check and pre paid ticket advice. Filed/acknowledged messages and prepared documents encompassing all other necessary arrangements in support of official VIP traveling needs.
• Completed all ad-hoc activities assigned by the director and ensured overall office organization such as presentation, cleanliness, culture and decorum.

Personal Assistant to Senior Director

Key Responsibilities:
• Composed correspondence from rough draft and transcription tapes pertaining to a wide variety of subjects, independently or in accordance with general instructions, producing accurate and error free documents for the senior director’s signature.
• Ensured prompt completion and delivery of a variety of written information (e.g. correspondence, agendas, contracts, menus, letters, reports and other F&B documents) adhering to accuracy of information, consistency with administrative policy, format, working and grammatical correctness.
• Established, updated and maintained manual and automated filing systems for confidential and administrative files to update and track information.
• Defined and translated work scope and key activity instruction (Arabic to English and vice versa) with regard to surveys, drawings, quantities and calculations to ensure any linguistic misunderstandings are avoided.
• Conducted training and development sessions to provide requisite guidance to UAE Nationals in the designated department and reported all findings and progress scenarios to the Senior Director.
• Acted as a liaison between the senior director, company executives, department employees and other personnel, in order to obtain and disseminate information and resolve discrepancies related to assigned work.
• Assisted the front office manager/ guest services manager in all facets of institute operations by maximizing all resources to ensure outstanding customer service and guest satisfaction while meeting defined objectives of the organization.
• Maintained calendar and appointments, travel arrangements, and reimbursements for the director ensuring sensitive matters are kept strictly confidential.
• Completed all ad-hoc activities assigned by the director and ensured overall office organization such as presentation, cleanliness, culture and decorum.
• Assisted the director in planning and implementing project plans, in view of achieving organizational objectives, whilst enforcing procedural adherence.

Key Responsibilities:
• Managed all administrative aspects of the CEO’s office including supervision of work flow process to ensure all organizational policies and procedures are adhered to.
• Facilitated effective communication with internal departments collaborated with the finance and administrative teams and attended all internal and external meetings to drive continuous improvement and standardized business and operations processes.
• Made fair assessment of various business issues, computed expenditure and any variations. Preparing reports for the senior management, and correcting discrepancies. 

• Performed activities related to reservations/ cancellations for hotel bookings, issuing vouchers, checking in guests into the hotel, allocating rooms subsequent to validating guest arrivals against reservations.

• Performed general office duties including mail handling, answering phones, client reception, scheduling appointments/meeting, ordering office supplies and ensuring that the front office and reception is clean and tidy at all times.
• Composed translation requests pertaining to a wide variety of subjects, independently or in accordance with general instructions.
• Screened incoming correspondence and logged customer calls, enquiries and complaints, to the system to ensure all anomalies are addressed in a timely fashion to ensure long term business relations.
• Monitored and maintained the hotline CRT system, in view of enforcing the relevant quality system procedures throughout the organization’s operations.

Other Professional Experience:
• Feb 2003 - May 2004: Horizon Advocates and Legal Consultants, Dubai, UAE; Secretary & Translator
• Feb 2001 - Jan 2003: Welcare Hospital, Dubai, UAE; Office Administrator
• July 2000 - Dec 2001: Al Nahda Society Hospital; Personal Assistant to the Director