Secretary cum Personal Assistant to the CEO
AL HABTOOR TRADING ENTERPRISES LLC
Total years of experience :9 years, 1 Months
• Arrange meetings and liaise with high profile executives.
• Taking initiative to organize and maintain systems for diary bookings, personal profile databases, travel arrangements, answering incoming calls/mails on behalf of CEO and general office protocols.
• Dealing personally with all business and personal family requirements, coordinating and delegating tasks to a team of staffs (drivers, butlers, maintenance, cooks, etc) to ensure day to day activities were covered for all family members.
• Arranging travel, visas (Schengen, UK & UAE), accommodation and transportation, both for family members and their guests.
• Organizing events, dinners and parties, dealing and coordinating every aspect of preparation and RSVP organization. This included dealing with many high profile business partners both locally and internationally.
• Dealing with highly sensitive information on a daily basis where confidentiality was imperative.
• Organizing and maintaining files and records
• Planning and scheduling meetings and appointments
• Provide secretarial Support to the Legal Team (arrange meetings, answer calls, e-mails and client enquiries.)
• Drafting official documents (MOAs, MOUs, Agreements/Contracts, Authorization letters and other Business Correspondence)
• Compilation of all required documents for company set-up before submission to Department of Justice, Department of Economic Development and such.
• Registered 10+ companies for VAT/Excise tax.
• Status-monitoring of legal cases
• Worked closely with the Manager for the initial set up of the company. This included taking personal initiative to research and learns about the market and business centres in and around Dubai.
• Co-coordinating with many 3rd parties and suppliers for a vast range of activities including; brand and website design, installation of Avaya PBAX phone systems, Xerox printing facilities, security firms for CCTV and access card installation.
• Providing information to callers, greeting guests entering organization and directing individuals to correct office.
• Dealing with queries or requests from the tenants and guests.
• Providing general clerical and administrative support to all levels of professionals.
• Scheduling appointments, organizing meetings, maintaining appointment diary either electronically or manually.
• Preparing letters and documents, receiving and sorting out e-mail and deliveries.
• Ensuring that common areas in office premises are equipped with required office supplies as appropriate.
• Monitoring the use of equipment and supplies within the office.
• Coordinating the maintenance and repair of office equipment/facility
• Creating Tenancy Contracts and Ejari.
• Overlooking the day to day operation of the Business Centre as well as the needs of the tenants and guests.
1. Provide administrative support to ensure that day to day operations are maintained in an
effective, up to date and accurate manner
- Type correspondence, reports and other documents
- Maintain and update office files
- Sort and distribute incoming mail/packages
- Prepare and mail all document packages
-Take minutes at meetings
- Manage office, maintain office supplies and equipment (office/outlet)
2. Provide support to Regional Directors (Mainly in UAE but also for Qatar, Bahrain and Oman)
-Maintain confidential records and files
- Maintain records of decisions
-Oversee all administrative aspects of seminars including registrations, confirmations, certificates & evaluations
-Coordinating with the suppliers
-Schedule Board meetings
-Prepare agendas for Board meeting
- Attend board meetings
-Record and file minutes of the meeting
-Organize shop promotions
-Facilitate the printing and distribution of promotional materials
-Coordinate shop schedules
-Organize staff meetings
-Assist in all staff concerns
3. Give administrative support to HR Manager
-Assess applicants/applications for interview
-Schedule meetings/interviews
-Maintain confidential records and documents
-Follow up on new staff visa applications (with PRO, Embassy, Agency and Empost)
-Update staff files
-Orient Staffs
-Facilitate staff needs (uniform, transportation, shop assignment, schedule, accommodation, loans)
-Computation of time sheets
4. Render administrative support to the Personal Relations Officer (PRO):
-Maintain and update files ( Labor Contracts, Trade Licenses, Tenancy Contracts, Permits and other related documents)
-Assist in application of permits, renewal and cancellation of contracts
-Update PRO on the expiration of contracts, permits and other related documents
-Send documents for sponsor signatures
5. Give administrative support to Accounts/Finance Department:
-Encoding
-Daily sales report monitoring
-Facilitate insurance claims
-Counterchecks and distribute pay slips-
-Monitor Excess billing (internet, landline)
6. Provide receptionist services
Main Activities:
-Greet and assist visitors
-Answer telephone, transfer and direct calls
-Respond to inquiries
-Handle customer complaints
-Works with staff on sales and marketing.
-Source and develop client referrals.
-Develop and maintain sales and promotional materials.
-Make sales calls to new and existing client.
-Provides information/options to customers/patients regarding sunglasses/prescription lenses.
-Respond to sales inquiries and concerns by phone, electronically or in person.
-Ensure customer service satisfaction and good client relationship.
-Follow up on sales activity.
-Perform quality checks on product and services.
-Monitor and report on sales activities and follow up for management.
-Participate in sales events.
-Maintains professional appearance
-Facilitate customer orders
-Handle customer complaints
• Works with staff on sales and marketing.
• source and develop client referrals
• develop and maintain sales and promotional materials
• make sales calls to new and existing clients
• respond to sales inquiries and concerns by phone, electronically or in person
• ensure customer service satisfaction and good client relationships
• follow up on sales activity
• Perform quality checks on product and services.
• monitor and report on sales activities and follow up for management
• participate in sales events
• Maintains professional appearance.
Volunteer Nurse
Philippine Red Cross (Pettit Barracks, Zamboanga City, Philippines)
(July 2011 - November 2011)
Duties and Responsibilities:
• Basic Life Support provider.
• Assists in blood procurement services.
• Disaster control and risk reduction volunteer.
• Social welfare agent.
• Emergency care provider.
• Health care educator.
Hospitals Attended:
• Zamboanga City Medical Center
• Ciudad Medical Zamboanga
• Western Mindanao Medical Center
• Barangay Health Centers/Clinics
• Camp Navaro General Hospital
• Mindanao Central Sanitarium
Areas of Assignment:
• Operating Room
• Delivery Room
• Emergency room
• Out Patient Department
• Neonatal Intensive Care Unit
• Pediatrics Ward
• Psychiatric Ward
• Infectious Ward
Duties and Responsibilities:
• Scheduled patient admissions and discharges.
• Assess patient status and notify physicians of clinical changes.
• Interact with departments regarding patient care.
• Educate patients/families on health care needs, conditions, options etc.
• Maintained patient charts and confidential files.
• Assisted nursing staff in the care of patients including bathing, changing and feeding.
• Provided quality patient care.
Bachelor of Science in Nursing Western Mindanao State University Zamboanga City, Philippines 2006-2011 QUALIFICATION: • Registered Nurse • BLS provider. • Strong analytical skills, capable of assessing conditions and implementing solutions. • Resourceful problem solver. • Possess special sensitivity to meeting diverse needs in varied situations. • Relate well to people from a variety of cultures. • Flexible. • Ability to multi-task and work under pressure. • Computer literate (Microsoft Word, Excel, Powerpoint, Outlook) • Dialects Spoken: English, Tagalog, Basic Spanish, Little bit of Arabic
