Executive Secretary For Management
QAFCO
Total years of experience :28 years, 4 Months
Reporting directly to Chief Administration Officer and Chairman of the Board for Qatar Melamine Company (Subsidiary of QAFCO).
Worked as Management Secretary to Financial Manager and Industrial Relations Manager. Also, provided administrative assistance to the Company’s Chief Executive Officer (CEO).
Liaise with the Executive Offices and senior level contacts, both internally and externally, including management, government authorities, board of directors and companies in Qatar and overseas to facilitate business communication.
Participating as an active team member in the organizing committee of prominent company’s events and activities such as Qafco Flower & Vegetable Shows, Qafco Tennis Championships and Qafco Annual Staff Day, Qafco-5, Qafco-6, Melamine Foundation Stone Laying Ceremonies and Inauguration Ceremonies, 19th AFA International Fertilizer Technical Conference and Qatar National Sports Day.
Handle day-to-day routine jobs for the Executive Office inclusive of all inquiries, filing, appointments, meetings, travel itineraries, correspondence, couriers, fax etc.
Correspondence: Prepare internal/external correspondence, reports, presentations, graphs, statistics and minutes of meetings for management and board meetings.
Comply with all relevant QAFCO Management System procedures in respect to Occupational Health, Quality, Safety and Environment.
Records Management: Maintain the physical and electronic filing systems and a database of incoming and outgoing correspondences.
Managing Communications: Screen incoming calls, letters, emails and facilitate response based on priority and importance.
Managing Meetings: Schedule and coordinate meetings. Initiate the Call for Meetings. Assist the Chief Officer in preparing for meetings by providing documentation, reports, minutes of meetings and background information on the subject under discussion.
Handle arrangements for Chief Officer’s personal and business travels i.e. visa, ticket, hotel reservation, meetings, etc.
Prepare Division's Annual Action Plan and follow-up on the progress with respective Departments on a regular basis.
Observe and apply strict levels of confidentiality and discretion in all matters related to the performance of role.
Worked as a Secretary to The Center Director as well as fulfilled the role and responsibilities of a Receptionist at the Front Desk.
Prepare corporate training proposals, student evaluation reports, end-of-term reports, class-formation and class schedules, certificates, staff & student time-sheets, fee payment schedule and internal and external correspondence.
Improvise the registration system and create data entry system for instant report generation.
Maintain the filing system of internal/external correspondence and student records.
Handle inquiries from corporate training offices and students and process registrations.
Represent as a competent, courteous and efficient point of contact for internal and external customers. Attended to all the needs of key account customers inclusive of oil & gas sector and financial institutions.
Problem resolution: Providing timely & expeditious assistance during the critical requirements and quick resolution to the student/ teacher and customer related problems.
Report, evaluate and investigate recurring operational problems that are highlighted through traces and then direct the information accordingly for corrective actions.
Maintain accurate records of the Executive Desk activities and prepare statistical monthly reports.
Perform the duties of the Front Desk Receptionist and provide administrative assistance to the Hotel’s Recreation Manager.
Supervise the workplace and ensure that hotel guests and club members are satisfied and well-informed of the services and policies.
Maintain accurate records in the database system of all club members and update files on regular basis.
Prepare letters and invoices for Club membership renewals for the existing members and perform a follow-up.
Organize recreational events & tournaments such as tennis, squash, badminton, annual staff party, annual ballet, and gymnastics shows for in-house hotel guests and club members.
Handle guest complaints and practice problem solving techniques.
Prepare statistics and monthly reports.
Certified Administrative Professional Examination (CAP®) IAAP - Leading Administrative Professionals – U.S.A
contents: Strategic HR Management, Qatar Labor Law, HR Planning, Job Analysis, Job Design, Recruitment, Selection, Socialization, Orientation, Training, Development & Career Planning
contents: Secretarial duties, Speed Typing, Voice Communication Skills, Personality Development, Office Etiquette, Personal Grooming, Record Management, Travel Organizer, Business English, Basic Accounts, Reception Techniques, Practical Multimedia ~ Internet, Email, Video Conferencing, Online Business Communication Drives and Office related Computer Management.
