Executive Secretary to MD and CEO
Qatar Petrochemical Company
Total years of experience :26 years, 9 Months
Serve as the primary point of contact for the MD & CEO, Chairman's office, and Board of Directors.
Efficiently manage the MD & CEOs intricate and demanding schedule and calendar across multiple time zones, handle all aspects of travel arrangements, including documentation, flights, accommodations, transportation, meeting agendas, presentations, and other necessary materials.
Schedule meetings, prepare presentations, ensure the MD & CEO is well-informed and equipped with relevant documents, take meeting minutes, follow up on action items with concerned parties according to deadlines, and ensure compliance with policies and procedures.
Manage, draft, and review and track various correspondences, such as emails, letters, faxes, circulars, committees, and taskforces. Highlight critical communications, respond as needed, or redirect correspondences to relevant individuals on behalf of the MD & CEO when necessary.
Coordinate and arrange with Board Secretaries the annual schedule internal and external board meetings, prepare related materials such, notices, reports, memos, agendas, and presentations, distribute reports to stakeholders, the Chairperson, and the Board of Directors as required.
Develop the annual budget plan for the corporate office, monitor and review expenses, prepare regular reports reflecting year-to-date versus budget expenditures, and contribute to the five-year budget plan in coordination with the finance department.
Collaborate with the Internal Audit Department to follow up on pending items, coordinate with relevant parties to address and close outstanding issues, and prepare reports indicating the level of risk associated with each item.
Maintain the electronic filing system and database for the MD & CEO office, ensuring all files are current and documents are securely stored with a high level of confidentiality.
Support with the translation of legal documents from Arabic to English and vice versa when needed, coordinate with legal department for contracts, court cases, and insurance policies.
Control all expenses, both official and personal, facilitate refunds and maintain accurate records.
Welcome and assist dignitaries, arrange hospitality in accordance with company protocol.
Arrange supply of stationery and digital /office equipment.
Managed the administrative activities, assigned tasks to staff and ensured seamless execution, addressed work-related problems. Supervised departmental services, coordinated annual maintenance plan, and fortify strict adherence to hazards, HSE policies and procedures.
Represented the company in dealings with officials and governmental authorities, leveraging sound knowledge of organizational management and development in interactions with governmental organizations.
Coordinated and supervised the planning of conferences, seminars, staff meetings, and events, managed all related logistics.
Administered contracts for administrative facilities and services, meticulously reviewed offers, negotiated terms and conditions, compared prices, and approved purchase orders.
Assessed the quality of services provided by vendors, ensured they meet the agreed-upon contracts, company policies, and budgetary plans. Investigated discrepancies and conducted Root Cause Analysis (RCA) to implement corrective actions and preventive measures.
Managed the car fleet and drivers, handle procurement of stationery and equipment, and oversee related expenses and clerical duties.
Arranged and facilitated the onboarding process for new expatriates joining prominent Oil and Gas companies in Egypt such as British Petroleum ‛‛BP”, British Gas ‛‛BG”, Eppi, kellogg Brown & Root ‛‛KBR”.
coordinated flight bookings, hotel reservations, and transportation. Explained terms and conditions of employment contracts, delivered cultural induction and briefing.
Handled employment medical checkup with MoH representative and fit-to-work certificate,
managed work and residence visas, offshore and sites’ G26 permits, security clearances, housing lease contracts, medical insurance.
Reviewed timesheets, invoices, and expenses sheets, approved them according to employment contract.
Collaborated with the finance department to process payments in timely manner and accurately.
Led operations’ policies, developed, and recommend execution plans, monitored compliance to company policies.
Managed operations officers, allocated duties & tasks to staff, established work priorities, maintained the assigned responsibilities are carried out properly to meet planned schedule, resolved problems related to the day-to-day work to ensure smooth workflow and to achieve company’s objective.
Managed internal and external communication, maintained filing system, registered items for purchasing department and maintained cost saving measures.
Faculty of Arts, English Literature
I. S. I. Information Systems Institute “Computer Science and Technology