Executive Secretary
Hamad Medical Corporation
Total years of experience :19 years, 2 Months
-Gains a general knowledge of all departments within the organization to handle inquiries or redirect them to the appropriate department.
-Carry out clerical duties such as answering phone calls, responding to emails, and preparing documents, including official correspondence, memos, and presentations.
-Coordinate and manage appointments, meetings, and the conference room schedule to prevent duplicate bookings.
-Taking minutes for important meetings
-Maintain records/files, replenish stationary and arrange to service office equipment.
-Receives and hosts visiting VIP delegates.
-Update management of database and contacts.
-Confidentially handle sensitive information.
-Perform any other duties assigned or delegated by the Chief.
Passage & Telecommunication Section
- In charge of QTEL & Vodafone application (GSM, Direct Line, Internet, Radio, Pager).
- Main contact for internal directory, corporate phone/ extension installation for IT Technicians.
- Processing visa application to local embassies.
- Arranging travel request flight & hotel reservations.
- Issuing Local Purchase Order for our travel agency (Mannai Air Travels, Space Travels).
- Weekly/ monthly balancing the petty cash reimbursement using Oracle application.
Recruitment Section
- Assisting the Head of Recruitment.
- Arranging the hiring process, visa clearance, visa transfer, change of sponsorship, business visa application, CID for female work permit.
- Submitting the documents of the candidates thru our internal Immigration Department.
- Monitoring the visa categories availability/ quota.
- In charge of the travel request for newly hired candidates (ticket, accommodation, transportation).
- Processing the attestation & verification of employment contract, work men compensation thru Ministry of Foreign Affairs, Chamber of Commerce, Labor Department and Foreign Embassies.
- Daily contact of candidate and hiring department.
Mailroom Section
- Office in charge, supervising the mailroom clerk.
- Renewal of corporate rates for Fedex, UPS, Aramex, DHL.
- Receiving inbound & out bound shipments.
- Weekly/ monthly balancing Mailroom’s petty cash reimbursement for registered stamps, stamps using Oracle application.
- Liaising with Procurement Department regarding inbound invoices.
-Assisting the Teacher on daily basis.
-Supporting the learning activities of the children.
-Preparing the classroom material.
-Helping children in school trips, outing & sport events.
-Enhancing their reading, art & craft activities.
-Boosting their self confidence.
-Supervising the class in teacher’s absence.