Senior Admin Assistant / Personal Executive
Qatar Foundation
Total years of experience :17 years, 6 Months
• Promptly answer all incoming calls and clients queries with proper telephone etiquette
• Arrange, schedule, prepares, coordinate and facilitate meeting and appointment of the top management as well as keeping the conference room organize
• Maintain managements calendar and update them on status of issues before schedule a meeting
• Welcome and greet visitors, answer inquiries and direct them to the appropriate person or division
• Keeping and filing forms and reference numbers for all external and internal letters and documents
• Responsible for arranging and office supplies and stationeries
• Ensures that supplies are always available in the office, communicates with suppliers for quotation and submits local purchase orders (LPO) upon approval
• Arranges purchase requests of office furniture for the Chairman
• Makes travel arrangements for the Chairman
• Distribute all incoming and outgoing facsimiles
• Receive, sort and distribute incoming mail, records all the out-going mail
• Handle reference numbers for internal and external documents
• Maintain general filing system and file
• Maintain hard copy and electronic filing system
• Performs a variety administrative or executive support tasks that are highly confidential.
• Reads and screens incoming management correspondence and reports; makes preliminary assessment of the importance of materials and organizes documents; handles some matters personally and forwards appropriate materials to the executive and staff
• Composes letters and memorandums for proposals and responses to inquiries etc.
• Sends memos and announcements to staff via e-mail or announcement board upon approval
• Assists HR with employee related works; i.e. monthly attendance report, ensuring proper report to work procedure after annual vacation/leave/absence etc. reviewing resumes for recruitment of applicants through Bayt.com
• Prepares and ensures HR and Admin forms are always available for staff; i.e. leave form, petty cash request etc.
• Maintains a backup/copy of all HR and Admin related files; i.e. employee leave forms, petty cash and purchase request, invoices etc.
• Acts as liaison between the administrator or executive, subordinates or others, by transmitting directives, instructions and assignments’ and following up on the status of assignments
PROJECT: BARWA COMMERCIAL AVENUE
-A mixed used development stretching at the section of Al Muntazah Road. Stretching over 8 Km and comprising 5 Major Types of Buildings (Type 1-5), the project occupies nearly 550, 000 sq. m of land and yields 904, 676 sq. m of Built-up Area.
• Monitors Tenant Records and Leased Units to ensure accuracy of information in the Daily Reports sent to clients and the upper management
• Controls and files documents for the Leasing Department (Hard and Soft Copies of Company Profile, Retail Lease Agreement, CR, Post Dated Cheque Receipt etc.)
• Acts as a liaison, controls and files documents for tenants after the Leasing Stage transitioning to Fit Out Department (Hard and Soft Copies of Document Transmittals i.e. ACAD files of Shop Drawings, Illustration Drawings of Shop Layouts, Fit Out Manual, HSE Manual etc.)
• Circulating received documents to the various concerned individuals in a timely manner
• Sending copies of all relevant documents to the main office copying the various parties as instructed to other members of the upper management
• Liaise with other coordinators and document controllers in the office concerning the project and leasing related issues
• Takes charge of Leasing Correspondences going out to prospective clients/tenants and other parties involved in the project
• Filing/Archiving of incoming letters from other parties involved in the project, prospective client's letter of intent, etc.
• Organize and secure confidential files
• Provide administrative and document control assistance to other staff when the need arises
• Takes Minutes of Meetings and prepares meeting agendas and appointments
• Guide and assist clients upon visit on site or through telephone conversations (leasing/project related inquiries answerable within an administrative assistant's scope)
• Conducts Product Specifics Training for New Hire and Regular employees for multi-skilled segments
• Attends Weekly Call Center Updates, Call Center Training Meeting and TQA Global Meetings
• Takes part in generating Training Needs and Analysis Report
• Evaluates and ensures that the account’s quality standards are met
• Examine statistical reports to build up individualized training plans for students and takes part in creating Training Map for Training Curriculums (Uplift/Cross-Trainings/New Hire)
• Develops and executes innovative strategies to ensure that CSAs/New Hires have the necessary skills and competencies to meet client expectations and service levels
• Monitor trainees’ performance to ensure that optimum levels are met prior to certification and have them smoothly immerse from training to production
• Participates in team building activities
• Manages a team in meeting the account’s Service Level
• Ability to coordinate and report directly to the clients:
-Personal or through e-mail
-Point of Contact for a specific segment
• Attends Weekly Business Reviews, Root Cause Analysis Meetings,
Weekly Conference Calls, Weekly Calibrations for Quality Purposes
• Evaluates and ensures that the account’s quality and service level are met
• Takes in calls to assist members inquiring about their insurance policy
• Takes in calls to assist callers inquiring about directory listings
• Prepare reports, letters, office memos as requested and instructed by the manager
• Calendar management - schedules meeting of the manager and coordinates with the attendees
• Maintain employees’ records, fulfills any other requirements and duties as the need arises, upholds the office to run efficiently, systematically and organized
• Takes in calls to assist members inquiring about their utility account
Conservatory of Music BM 2002 - 2003
St. Paul University Batch 2002