Executive Secretary to the Group CEO
Elan Holding (former Q.Media)
مجموع سنوات الخبرة :13 years, 3 أشهر
Developed more efficient filing system for retrieving corporate documents to increase office organization, implemented a Tracking Sheet to monitor the update of documents/records systematically.
• Knowledge of the Company’s Manual Policy and Delegation of Authority to analyzed incoming documents from all divisions and department prior obtaining the GCEO’s approval.
• Supports the Office Manager in ad hoc tasks.
Cum:
• Provided support to the General Manager of Fira Qatar division to decreased the turnaround time in Business Development and Administration.
• Relieved the Operations Coordinator of Novo Cinemas as required to support the General Manager.
• Delegated as an Event Coordinator in the CityScape Qatar 2019 exhibition and achieved to maximized the value of the Budget Sheet. Coordinated with the Exhibitors and respective departments (Marketing, Procurement, Finance, Legal, Government Relations Officer) to deliver the event successfully.
Coordinated in all department function and supervised the GCOOe’s subordinates namely the CEO, Directors, General Managers, Managers to oversee the operations. Optimized cost to 10% by successfully executing corporate meetings globally via Microsoft team instead by a telephone.
• Looking after the personal and business transactions of the GCOOe.
• All secretarial duties includes: secured confidential documents, prepared reports, correspondence, organized business travels, screened calls and visitors, HR recruitment duties.
Became an in demand Event Coordinator to the Doha and Jewellery & Watches Exhibition. Acclaimed as a “Superhero” and a “Star” in demonstrating an excellent customer service skills by providing proactive and effective exhibitors’ satisfaction.
• Contributed to a 5% sales increase in 2016 by selling advertising mediums.
• Tracked the budget sheet to maximize the value.
• Streamlined workload by integrating a complex Exhibitors’ Tracking system in order to manage their inquiries/requirements and monitor the progress better.
• Contributed in writing the content of the Exhibitors’ Manual to ensure a seamless exhibition.
• Led 1 temporary staff.
• General administrative tasks; liaised with exhibitors, suppliers, contractors, partners, office departments to carry out the exhibitions smoothly.
Properly managed and oversaw piles of data/information, thereunto acclaimed as the “Most Organized and Retentive Memory”.
• Media Planning Executions such as coordinated with various Media Suppliers for sending, modifying, and monitoring bookings.
• Pre & Post Analysis Report preparation to be sent to the client, main tasks includes data gatherings using Statex program & running it against X-Plan software to get the statistics in a desired results.
Established a records management system. Designed and implemented templates: Daily Time Record, Petty Cash, Cash Vouchers, Schedule of payables, Quotations, Purchase Orders, Invoices, Expense Reports.
• Supervised 4 staff at the Espresso Café.
• HR duties: Recruitment, arranged flights and accommodation. Handled transactions in Immigration, Economic Dept., Banks, Telecomm., and Post Office.
Provided exceptional coordination and administrative support to the Manager (co-owner) and colleagues, thereby increased the efficiency by 50%.
• Collaborated with the clients, suppliers, to execute the events and office operations smoothly.
• Carrying out general office duties mainly screen visitors and calls, keeping records, faxing, photocopying, encoding, e-mailing.
• Finance duties: Prepared the Monthly Expense/Purchase Report, Petty Cash, Checks, Cash Vouchers, Delivery Receipts, Quotations, Purchase Orders, Publication Orders, Memos.
• Assisted in HR recruitments.
General administrative tasks assigned from time to time which was highly commended by the Business Development Manager.
• Led max. 4 temporary staff.
• Prepared various marketing materials necessary for the successful implementation of the events.
• Do research needed for database on exhibitors, clients, and visitors.
• Handling collections of clients.
• Liaised with various suppliers, contractors, clients, office staff to carry out the events successfully.