Senior Admin Assistant
Sidra Medical and Research Center
Total years of experience :20 years, 0 Months
• Responsible for scheduling of meeting and managing the Pediatrics’ Director calendar/ diary
• Support/ assist the Pediatrics Director in his day to day office activity
• Provides clerical and administrative support, either as a team or individually.
• Serves as the focal point of contact for the Pediatrics Department
• Responsible for specific projects, as well as coordinating and implementing office procedures.
• Take part in any administrative meetings to assure secretarial follow-through
• Study and review company or department procedures
• Oversee, supervise and train junior staff undertakes typical work tasks: general word processing,
• Dealing with telephone and email enquiries,
• using Microsoft packages to produce correspondence and documents, and maintain presentations, spreadsheets and databases;
• Devising and maintaining office systems and filing, arranging meetings, taking minutes and keeping notes;
• Liaising with members of staff in other departments or external contacts;
• Organizing and storing paperwork, documents and computer-based information.
• Assist Pediatric Administration with Service Activation Planning for the Pediatrics Department in preparation for the opening of the Outpatient Clinic including scheduling of meetings, program development, physician contact and updating & presentation development.
• Assist the Continue Medical Education ( CME ) and Continue Professional Development Workgroup ( CDP ) in the monthly Sidra Grand Rounds
• Provides clerical and administrative support, either as a team or individually.
• Responsible for specific projects, as well as coordinating and implementing office procedures.
• Arrange air ticket requirements for the whole company which include repatriation, business trips of employees, annual leaves, new recruit staff and guest.
• Coordinate/ liaise with HR department for the accommodation newly joined staff
• Take part in any administrative meetings to assure secretarial follow-through
• Prepare and control administrative budgets
• Study and review company or department procedures
• Oversee, supervise and train junior staff undertakes typical work tasks: general word processing,
• Dealing with telephone and email enquiries,
• Creating and maintaining filing systems,
• Keeping diaries and taking appointments for staff.
• using Microsoft packages to produce correspondence and documents, and maintain presentations, spreadsheets and databases;
• Devising and maintaining office systems and filing arranging meetings, taking minutes and keeping notes;
• Liaising with members of staff in other departments or external contacts;
• Ordering and maintaining stationery and equipment supplies;
• purchasing mobile phones for senior employees, office phone units, and office equipments,
• Engaging in contractual agreements with suppliers and customers
• Purchasing office furniture's as well as furniture's for camps villas and flats.
• Organizing and storing paperwork, documents and computer-based information.
• Liaise in the purchase of printing materials/ stationery such as business cards, letterheads, envelopes and all types of stationery required by each division and department.
• Preparing Local Purchase Orders ( LPO ) both manually and through SAP system.
• Coordinates with Accounts Department for the proper forwarding of invoices and ensures payment is done on time
Other duties include:
- recruiting and training junior staff, and delegating work as required;
- preparing and manipulating complex statistical data;
- arranging travel and accommodation as well as airport transfer both locally and abroad
- arranging visa of employees and guests through airline and hotel
- arranging both in-house and external events such as parties, trainings, workshops and seminars
- liaise in the recruitment of new staff e.g. conducting interview and giving examination
• Answer all queries including phone calls,
• Arrange meeting and appointments for the General Manager and Managing Director
• Train and inform new staff, perform Internet research, and use and troubleshoot the latest technology in offices.
• Conducting and organizing an office’s administrative duties and events,
• Receiving and handling information for distribution to staff and clients.
• Serving as an office information manager,
• Organizing and preserving paper and computer files, managing projects,
• Handling travel arrangements to include hotel reservation both locally and abroad
• Performing research, and distributing information through the use of telephones, mail, and e-mail.
• Dealing with correspondence, collate
• information, writing reports, ensuring decisions made are communicated to the relevant people
• Organizing, preparing agendas for, and taking minutes of meetings
• Engaging in contractual agreements with suppliers and customers
• Managing office space and property and dealing with personnel administration
• Operates basic office equipment.
• Sorts and routes incoming materials.
• Sorts and distributes incoming and outgoing mail.
• Arranging letters, memoranda, invoices and other indexed documents according to an established system.
Answers all queries including phone calls. Serves as front officer, Edit and summarize stories of field reporters, gathered news stories in the field, coordinate, interview government officials live and over the phone, assigned reporters to their beat.