نسرين ben sassi

Secretarial responsibilities

Provides high‑level administrative support and assistance to the CEO and any other assigned leadership staff.
Performs clerical tasks including drafting letters, memos, , and other documents for senior staff.
Arranges travel and accommodations for the Chief Executives.
Schedules and attends meetings on behalf of executives, taking notes and recording minutes.
Receives incoming communication or memos on behalf of senior staff, reviews contents, determines importance, and summarizes and/or distributes contents to appropriate staff.
Performs additional duties as assigned by executives.

Administration department responsibilities.

Performs office tasks including maintaining records, ordering supplies, and performing bookkeeping.
Representing the organization during meetings with stakeholders.
Preparing budgets and tracking expenditure across the organization.
Securing transport and accommodation bookings for all the staff. (500 employees)
Formulating administration policies, and updating existing protocols.
Conferring with accounting department to make payments, process incoming invoices, and verify receipts.
Ensure functionality of necessary office equipment, and requisitioning new equipment and supplies as needed
Creating reports and memos for managers and senior‑level officers as needed
Offer assistance in organizing events, including ordering materials and requisitioning meeting spaces
Liaise with vendors, and stakeholders during the event planning process to ensure everything is in order.
Assess an event’s overall success and submit findings.

Facilities management department responsibilities.

Planning, and monitoring all the preventives maintenance at the building.
Monitoring utilities consumption and strive to minimize costs
Supervise all soft FM staff (security, cleaners….)
Establish FM reports (FM budget, FM business plan…)
Control activities like parking space allocation, waste disposal, building security etc.
Allocate office space according to needs
Handle insurance plans and service contracts

• Drafted agendas, booked venues, and sourced refreshments ahead of each event, ensuring smooth
execution and attendee satisfaction.
• Act as a liaison for internal departments and external stakeholders, ensuring seamless communication
and task follow-ups.
• Prepare departmental budgets and monitor expenditure, achieving cost control and alignment with
financial targets.
• Supervise and coordinate logistics for over 500 employees, including transportation, accommodation,
onboarding support, and company events.
• Develop and maintain strategic relationships with key government stakeholders, regulatory bodies, and
public sector partners.
• Monitor and analyze legislative and regulatory developments relevant to the organizations operations
and advise internal teams accordingly.
• Work closely with internal departments to ensure compliance with government policies, licensing, and
regulatory requirements.
• Manage the timely renewal of company trade licenses, permits, and other regulatory documents in
coordination with relevant government authorities.
• Maintain accurate records of all company licensing and employee documentation to ensure full
regulatory compliance.
• Act as the main point of contact between the organization and government entities for administrative
tasks and approvals.

Dec. 2015 to 2019
Administrator and Secretary /at Qatari Investors Group.

Managing Chief Administration Officerʼs and HR Managerʼs Calendars.

Handling HR& ADMIN manager, MD and Chairman files.
Maintaining diaries and arranging appointments for the CEO
Scheduling meetings and events based on staff members availability.
Drafting agendas, booking venues, and sourcing refreshments ahead of each event.
Filling in for Facilities Section Head on several responsibilities.
Following up on administration and facilities management departments work on behalf of Chief
Administration Officer.
Analyzing and filtering information from several departments and sources and presenting it to senior
management.
Preparing and submitting documents (Invoices, Payment Request, Expense Claim…).
Updating Projects progress reports
Dec 2015 - Sep 2019
Work experience
Organizing and filing all Facilities Management documents.
Assisting senior and first‑line management in various tasks as received.
Generating reports and distributing them on companyʼs HO, subsidiaries and sites and ensure receipt
understanding and proper dissemination.
Posting ERP (SAP) entries.
Receiving, attending to or distributing service requests
Tickets and Hotel booking
Creating POs for all facilities related items, equipment and materials.
Creating Purchase requisition and reservation (SAP).

Schedule meetings and manage calendars.
Take accurate and comprehensive notes at the meetings.
Plan travel, including flights and accommodation for the chairman and the staff.
Travel outside the country to represent the Chairman in the meetings
Respond to Customersʼ queries and problem resolutions.
· Participate in recruitment and dismissal processes
· Develop strategies for better workplace efficiency and goal achievement
· Generating invoices and bill‑back data.
· Delegating administrative duties to support staff and junior colleagues.
· Organizing and leading promotional events
Take commercial decisions on behalf of the CM.

• Deliver exceptional customer service by handling inbound and outbound requests, resolving issues, and
managing inquiries.
• Conduct needs assessments, maintain customer records, and ensure satisfaction through follow-ups and
escalation management.
• Support marketing and outreach events, enhancing customer engagement and loyalty.

I worked at Oranges call center for one year, my duties was:
-answering phones
-answering customers requirements
-providing information.
-assisting customers with any technical issues
-Answering questions about the product details(internet package/mobile package....)