Malin Teubes, Executive Assistant

Malin Teubes

Executive Assistant

Compass International School Doha

البلد
قطر
التعليم
دبلوم, Business Administration & Communication
الخبرات
27 years, 3 أشهر

مشاركة سيرتي الذاتية

حظر المستخدم


الخبرة العملية

مجموع سنوات الخبرة :27 years, 3 أشهر

Executive Assistant في Compass International School Doha
  • قطر - الريان
  • أشغل هذه الوظيفة منذ يوليو 2019

• Act as first line contact for the Executive Principal, using discretion and tact to ensure callers and visitors receive a professional response, and are dealt with by the appropriate person.
• Organise the daily time management of the Executive Principal in terms of complex diary management.
• Liaise with members of the academic and support staff as appropriate.
• Oversee the Executive Principal’s travel arrangements, flights, dates, etc., for overseas trips and coordinate with the procurement team for bookings.
• Arrange events including venue bookings, invitations, seating, presentation
lists, refreshments and running sheets.
• Ensure absolute confidentiality and discretion at all times.
• Cover routine events or emergencies with confidence.
• Assist the Executive Principal in maintaining a smooth running and efficient office by dealing with all administrative functions and anticipating and
scheduling regular events and meetings.

Executive Assistant (1 year contract) في UCL Qatar
  • قطر - الريان
  • فبراير 2018 إلى مارس 2019

• Manage the Director’s offices, including realistically organising diaries,
managing and planning time to ensure management responsibilities are met.
• Overseeing a complex system of electronic mailboxes, dealing with all
incoming and outgoing electronic, hard copy mail and dealing with all incoming
and outgoing phone calls.
• Arranging all internal and external meetings (ensuring all relevant paperwork
is prepared) and all travel requirements.
• Writing letters, reports and documents for signature.
• Answering queries, questions and disseminating information on a daily basis
to staff, students, colleagues at UCL Qatar and UCL London, and members of
the general public.
• Communicating on behalf of the Director’s, and where required the
Operations Director’s, with a variety of staff from high profile external
organisations (discretion and diplomacy essential).
• Project management of all events held by the Director.
• Taking minutes at meetings.
• Maintaining administrative systems relating to the Director’s office.
• Maintaining good relationships with peers in key stakeholders’ organisations
(QF, QM, QTA, etc.).
• Working with the Global Engagement Office for the organisation of meetings
and visits in Qatar and main campus.
• Arranging all logistics for visitors related to the Director’s office who are
visiting Qatar and UCL Qatar
including flights, accommodation, transportation and all related activities and
meetings.
• Providing occasion support to the Change Office members on a necessity
basis.
• Providing general support to the UCL Qatar functions as required by the
Director.
• Attending staff / team meetings and organisational initiatives, as requested.
• Demonstrate a commitment to continuing professional development and to
undertake specific training courses as required.

Executive Assistant (1 year contract) في Sidra Medical and Research Center
  • قطر - الريان
  • ديسمبر 2016 إلى ديسمبر 2017

• Work autonomously in coordinating, managing and prioritizing the day-to-day
administrative activities.
• Display a high level of diplomacy, discretion and confidentiality and ensure
compliance with administrative policies and procedures.
• Draft and / or prepare a full range of materials such as emails,
memorandums, reports, presentations,
correspondence and meeting material.
• Manage busy and complex diaries, anticipating the need for and rescheduling
of appointments.
• Provide Executive support for a wide range of high level meetings including
provision of supporting papers and other meeting material.
• Create and / or distribute agendas and records and transcribe and distribute
minutes for a wide range of high level meetings.
• Assist with background research and analysis on specific issues as required,
producing documents, briefing papers, reports and presentations.
• Maintain electronic records of all correspondence, reports and related
material.
• Coordinate complex travel arrangements and itineraries for staff and visiting
VIP guests and groups.
• Receive and host visiting VIP guests and groups.
• Assist in the coordination of special projects as appropriate.
• General administrative functions as directed by the team.

Administration Manager & Executive Assistant في Bright Services Training
  • قطر - الدوحة
  • يونيو 2015 إلى نوفمبر 2016

• Put in place all administrative process in terms of:
(i) Training schedules
(ii) Follow up with candidates
(iii) Liaise with UK office regarding certificates, bookings and training materials
• Work closely with Head of Training Operations regarding updates to all policy
documents, i.e. Health and Safety, Tutors and Associated Trainers, employee
documents, etc., as well as drawing up of emails, letters and reports.
• Manage busy and complex diaries, anticipating the need for and rescheduling
of appointments.
• Ensure accreditation associated with Awarding Bodies such as (i) IOSH, (ii)
NEBOSH, (iii) CIEH, (iv) HABC, etc.
• Follow up with all departments regarding deadlines set by Awarding Bodies
for training, examinations and results / certificates for candidates.
• Ensure all filing systems are in place and easily understood.
• Work closely with Administrative Assistant to ensure candidates are correctly
allocated to training and
examinations set.
• Ensure candidate personal information is correct, up to date and maintained
secure at all times.
• Answer enquiries regarding the company.
• Coordinate office activities.
• Maintain and schedule training rooms.

Office Manager & Executive Assistant في Homes Finesse & Projects
  • جنوب أفريقيا - جوهانسبرج
  • سبتمبر 2011 إلى سبتمبر 2014

• Screen all incoming calls and emails accordingly.
• Manage busy and complex diaries, anticipating the need for and rescheduling
of appointments.
• Set up meetings for Owner and Project Manager to formulate estimates.
• Compile estimates and forward to clients for review and approval.
• On approval, ensure that the necessary deposits are made timeously.
• Contact suppliers regarding ordering of raw materials.
• Ensure timeous collection and delivery of raw materials.
• Conduct reconciliation of financial accounts.
• Constant project management to ensure deadlines are met in accordance
with client needs as well as
quality specifications.
• Follow up with clients on conclusion of works.

Office Manager & Executive Assistant في Auto Trader
  • جنوب أفريقيا - جوهانسبرج
  • يوليو 2007 إلى أغسطس 2011

• Evaluate the feasibility and implementation of special projects relating to the
International Director and Managing Director.
• Involved in weekly deadlines for magazine and online publishing of clientele
advertisements.
• Manage busy and complex diaries, anticipating the need for and rescheduling
of appointments.
• Ensure all background materials are distributed in advance of meetings, i.e.
agendas, minutes and
appendices.
• Attend International / Senior Management meetings and minute accurately
and follow up on action points for International Director and Managing Director.
• Assume line management for two office assistants and receptionists to
further their skills sets and institute training and development programmes.
• Responsible for managing external relationships with service providers.
• Coordinate all business related travel arrangements for entire company
(average of 9 trips booked per day).
• Responsible for all internal correspondence between the three branches
(Johannesburg, Durban and Cape Town).
• Responsible for company purchases (laptops, cameras, etc.) whilst working
directly with the Finance Director.

Executive Assistant في Spur Corporation
  • جنوب أفريقيا - جوهانسبرج
  • سبتمبر 1995 إلى ديسمبر 2006

• Screen all calls and emails for Managing Director and Operations Team.
• Manage busy and complex diaries, anticipating the need for and rescheduling
of appointments.
• Arrange conferences and external meetings (national and international) for
Suppliers, Franchisees and In-House Employees.
• Prepare PowerPoint presentations for regional, national and international
meetings and conferences.
• Compile agenda points and minutes for all meetings and ensure follow up on
action points for Managing Director.
• Dictation typing of store reports, letters and other correspondence.
• Compilation of spreadsheets reflecting monthly turnovers, variances against
budgets and targets and food cost discrepancies.
• Liaise with Finance Department to ensure turnovers reflected in Royalty and
Advertising forms are recorded accurately.
• Responsible for travel arrangements for Managing Director and Operations
Team.

الخلفية التعليمية

دبلوم, Business Administration & Communication
  • في Rosebank College
  • يناير 1993

Business Communication Advanced Typing Skills - Speed & Accuracy (90wpm) Shorthand Bookkeeping

الثانوية العامة أو ما يعادلها, High School Diploma
  • في St Ursula's High School
  • ديسمبر 1992

English Afrikaans French Biology History Geography

Specialties & Skills

Presentation Skills
Employee Relations
Client Service
Travel Planning
Meeting Planning
LETTERS
MANAGEMENT
MEETING FACILITATION
TRAVEL ARRANGEMENTS
ADVERTISING
CUSTOMER RELATIONS
FINANCE
MATERIALS MANAGEMENT
MICROSOFT OFFICE

حسابات مواقع التواصل الاجتماعي

الموقع الشخصي
الموقع الشخصي

لقد تم حذف الرابط بسبب انتهاكه لسياسة الموقع. يرجى التواصل مع قسم الدعم لمزيد من المعلومات.

اللغات

الانجليزية
متمرّس

الهوايات

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