Senior Personal Assistant
Qatar Petroleum
Total years of experience :10 years, 6 Months
Held positions of increased responsibility in the Projects, Engineering & Procurement Services Directorate. Was promoted from an Administrative Assistant position in Engineering Business Systems to a Senior Personal Assistant in the Technical Services Department.
• Provide executive-level administrative support to the Manager of Technical Services Department and direct reports with a demonstrated ability to improve business processes and meeting demanding deadlines.
• Coordinate and collaborate with impacted divisions and department across the organization to ensure proper communications and reporting practices.
• Plan and coordinate business events and presentations for related meetings and events.
• Process various operational and project reports in coordination with 5 divisions and 6 departments.
• Collaborate with department managers and division heads on weekly basis to produce master reports and facilitate the accurate and timely writing, editing and preparation of final copy to the office of the director before distribution.
• Coordinate and maintain attendance and annual vacation records for more than 125 employees.
• Report directly to the department Manager.
• Translate the documents of the department.
• Organize and manage a document repository system for the department.
• Co-ordinate event management process for staff and dignitaries.
• Arrange weekly internal working team meetings and prepare agendas, minutes of meetings and action items lists.
• Report directly to the General Manager about the current situation in a periodical way.
• Follow up customers' new enquiries and tenders.
• Send offers to customers and follow up them.
• Follow up shipping and customs clearance procedures and the receipt shipping documents.
• Prepare payment schedules and follow up effecting the due payment for our Principals.
• Coordinate with the accounting department about the effected payment to follow up collecting the commission.
• Handle and solve customers' problems.
• Distribute catalogues and samples to factories, and follow up the results with chemists.
• Prepare and submit documents to embassies to get visit visas for our Principals' representatives.
• Book the hotel accommodation for our Principals' representatives.
• Arrange visit schedules for our Principals' representatives with the Purchasing / General Managers.