Personal Assistant
Zuhour Group
Total years of experience :3 years, 10 Months
• Handles the Director of Operations calendar; Accepts and declines commitment on his behalf making sure to prioritise complex schedule
• Taking minutes of meetings
• Follow up operation tasks
• Provide telephone coverage, answers telephone and know the Director of Operations whereabouts
• Reviews and prioritize all incoming correspondence
• Determines actions required and follows through completion
• Arranges internal and external meetings
• Responsible for handling travel arrangements including hotel accommodations, airline reservations, cars rentals and office site-meeting venues
• Provides secretarial support; prints and types correspondence and reports
• Prepare various materials when required
• Sets up information filling systems and maintains the confidentiality and currency of the office records, files and databases.
Worked as an Administrative assistant in a Hospitality company. Supported various departments such as Procurement, HR, Accounts and F&B in their administrative and operational functions.
• Mans the reception desk
• Manages the processing and recording of all guests visit
• Issues access cards and site safety information to guests
• Monitors the movement of people in reception area
• Handles and directs calls received through switchboard
• Collate and submit relevant data from files and other sources of information for statistical and general reporting
• Posts and monitors pending/closed e-requests
• Monthly review and updating of Employee Registry list database and distribution list
• Monthly updating of e-request level approver in company Intranet system
• Sending of email communication requested by Tenant Services
• General Filing and reporting
• Assists company visitors or contractors on business travel in processing and coordination of hotel and hotel transportation reservations, etc
• Back up Helpdesk Asst. in issuance, processing and coordination of maintenance work and transport request
• Assist medical staff during emergency or BCP operations as required, on screening process for incoming visitor/staff
• Manage visitor’s requirements prior to travel and during their stay in Qatar
• Liaises between the potential visitor and hotel ensuring that the client receives what is requested
• Act as the Local Administrator and contact point for company visitors to Qatar
• Provides all company visitors with Company Visitor’s Information package
• Ensure all company visitors complete the Visitor Data sheet (VDS) and return prior their trip to Qatar
• Ensure all company visitors get approval from Visitors Coordinator on behalf of the Lead Country Manager to travel to Qatar for entry into the Warden System upon receipt of the Visitor Data Sheet
• Typing, formatting, amending contracts, letters and other legal documents
• Manage and forward on requests from clients for Legal assistance
• Provide secretarial support to a team of lawyers
• Records and submit expense forms
• Write replies to points of dispute with clients
• Coordinates access to meeting and conference rooms
• Manage the flow of paperwork and communication with partners
• Greet visitors who come to office and introducing them to their lawyer
• Filing and administrative responsibilities
• Coordinating and arranging meetings and diary schedule