Administrative Assistant
Sidra Medical and Research Center
Total years of experience :13 years, 9 Months
Contribute to efficient and high quality department function by providing timely, high quality administrative assistance including email, correspondence, scheduling, papers, and presentations. Work should be consistently accurate and
completed by deadlines
Highlights:
Greets visitors to the Simulation Center in a friendly and professional manner. Seeks to assist visitors and serves as referral bridge when necessary.
Maintains and manage the booking reservation system of the Sim Center. Maintains updated calendar of tours/activities/event reservations. Ensure reservations are reviewed for accuracy on a regular basis
Coordinate logistical support for meetings, courses, school/community visits and events. Produce handout materials and certificates for training events as required.
Timely and accurate processing, proofreading and editing of correspondence, presentations, reports, articles, course materials and event materials.
Provide support to the team in organizing meetings, this includes room bookings, agenda collation, minute taking and communication and coordination with attendees and initiate and/or complete any required follow up
Creating and maintaining a structured and comprehensive database system for courses/programs offered and department equipment/consumables.
Producing of monthly report of the Sim Center’s activities. Also, undertaking various spreadsheets, desktop publication and design and other computer administration functions.
To administer expense claims, petty cash, and payment of invoices.
To administrate and organize own work to
Played pivotal role in fast-moving business environment, providing assistance to the Projects Account Manager. Demonstrated capacity to provide comprehensive support to executive-level staff, excel at scheduling meetings and managing all essential tasks.
Highlights:
Provide an efficient, well-organized, responsive, administrative and clerical support to the Projects Account Manager in accordance with the Directorate’s policies and procedure and related guidelines.
Organizing external / internal meetings, attending them and taking minutes
Collected, compiled and analyzed moderately complex data and information; and followed up on, or requested information from, other executives or external representatives to communicate Manager’s instructions or to satisfy ongoing report needs
Open and distribute incoming regular and electronic mail and other material and co-ordinate the flow of information internally and with other departments and organizations
Producing board meeting papers, agendas, and facilities for meetings. Also assisted in editing and creation of presentations and other meeting materials
Work directly with Department Heads on Project List updates and Quarterly Reports to facilitate with oversight for all aspects of composition, editing, and preparation of final copy from draft to distribution
Prepared financial spreadsheets, correspondence, project plans and any other unique special documents
Maintaining and enhancing the working environment of the department by promoting a professional image of the company
Was responsible for providing a first class proactive administrative HR support service to colleagues in the Talent Management Department and also acting as a focal point within the HR and Finance Departments.
Highlights:
Monitored the whole HR department general expenditures
Conduct day to day financial transactions such as invoicing, payments, banking and petty cash
Prepared high quality paperwork and documentation
Handling all confidential information in a professional manner
Manage and maintain accurate and timely procedures for performing checks on invoices, the accurate input of transactions to the Specialized System and preparation of payment to suppliers
Implement procedures for tracking, invoicing and receiving payments
Prepare, input and validate journal entries as required
Maintain, update and manage accounting systems and databases
Provide ad hoc financial information and analysis as required
Followed up on all outstanding issues
Escalated operational issues to senior management
Having in depth conversations with people over the phone and face to face
Any other reasonable duties as specified by the Talent Management Director
Generate spirit of enthusiasm in personnel, prompting ready implementation of ready processes and established relationships based on respects. Consistently “get the job done” and exceeds expectations.
Highlights:
Responsible in handling project documentation, proper filing, updating, establishing procedures in compliance to Quality Management Systems
Provide administrative and secretarial support to the Manager /department including drafting and typing a wide variety of documents in appropriate language/s, such as letters, faxes, memoranda, circulars, file notes, job descriptions and minutes of meetings
Responsible for typing, fax transmissions, self-correspondence, filing, managing files and answering telephone calls
Maintains both physical and electronic filing systems
Prepares correspondences for general routine; review inward and outward mail correspondence,
distribution and follow up on actions to be done by other departments
Maintain mail register for all types of mail and follow up on the status of the response and ensuring
deadlines are met
Route/distribute mail as per Manager instructions
Manage all administrative affairs in the office
Handled multifaceted clerical tasks (e.g., data entry, filing, records management and billing) Coordinated travel arrangements, maintained database and ensured the delivery of premium service to clients. Quickly became a trusted assistant known for “can-do” attitude, flexibility and high-quality work.
Highlights:
Gathering information, sorting and categorizing it
Delegating the processed information to the appropriate departments in the organization in a timely fashion
Booking calendars for the reporting manager and scheduling his appointments and meetings
Maintaining the data shared between departments, by filing and recording the information accordingly
Greeting clients and visitors and giving them an outline of the nature of the business of the organization
Organize each task meticulously and point of action.
Scheduling meetings and complete the tasks on time.
Establish work procedures and schedules, and keep track of the daily work of clerical staff.
Learn to operate new office technologies as they are developed and implemented.
Order and dispense supplies
Consistently praised by management for the quality and timeliness of reports, attention to detail and exemplary customer service delivery and team-player attitude.
Highlights:
Manage all petty cash and office supply expense accounts
Reconcile bank balances; record general ledger entries
Establish customer credit lines and set up credit accounts with vendors
Relieve management of administrative detail, all projects
Coordinate workflow and update and chase delegated tasks to ensure progress to deadlines
Maintain procedure manual to ensure consistent performance of routines
Take initiative in manager’s absence
Coordinated appointments between sales agents and clients, and screened a high influx of calls
Creates and revises systems and procedures by analyzing operating practices, recordkeeping systems, forms control, office layout, and budgetary and personnel requirements; implementing changes.
Ensures operation of equipment by completing preventive maintenance requirements; calling for repairs; maintaining equipment inventories; evaluating new equipment and techniques
Coordinating and communicating activities for the Office, including all employee events
Filed and maintained accounting and payroll records
Distributed pay slips on a monthly basis
Demonstrated proficiencies in telephone and front-desk reception within a high-volume environment. Calmed upset/angry customers, researched and rapidly solved problems and rebuilt client trust to prevent the loss of key accounts.
Highlights:
Perform secretarial duties
Maintain visitors log file
Manage incoming telephone calls and ensure that these are diverted to the relevant parties
Maintain and update a comprehensive filing system
Provide other reports that may be asked by the management from time to time
