Admin/ Personal Assistant Secretary
Amideast
Total years of experience :15 years, 1 Months
- Act as the focal point of contact by answering telephone calls, replying to emails, attend to various requests and assist with information to all students, visitors, callers and suppliers.
- Follow up with potential course participants to secure registrations for public courses.
- Collect registration forms and payments for public courses, including generating invoices and receipts and updating the information in training files and SRA (online database)
- Manage some logistics for implementation of various programs including:
- Booking training rooms, equipment, catering and other arrangements
- Arranging the printing of the course materials and handouts
- Preparing name badges, Certificates of Accomplishment, and other training materials
- Be responsible for filing & management of various program’s administrative records.
- Take responsibility for the overall administrative control of the office calendar (including conference room bookings, tracking appointments, vacation, out of office time, meetings & travel);
- Sort, manage, log and distribute general’s e-mail, including faxes and courier deliveries;
- Book rooms, arrange meetings, and handle related activities in support of training courses,
and other special events;
- Research daily newspapers and media articles to stay abreast with competitors and industry trends.
- Find appropriate third-party articles and posts to share on our own page in accordance with the developed schedule
- Update of AMIDEAST client database on a daily basis
- Assist with creating an inventory system for to manage and track the consumption of textbooks.
- Arrange hotel reservation, car rentals, and flight bookings for all staff when requested.
- Arranging materials (hand-outs, flyers, brochures) for different conferences.
- Monitor & order office stationery and maintain the supplies of paper, letterheads, envelopes etc.
- Attend to the meeting requests and calendar of the Country Director.
Provides secretarial and general administrative support to assigned Departmental Head and other Department’s personnel. Drafts correspondence from oral instructions or brief notes types and proofreads a variety of materials. Uses other PC applications to produce graphs, charts etc. for presentation. Ensures that office equipment such as; word processor/computer terminal/printer, facsimile etc. are kept and handled properly and requests services for the maintenance in case of any defects. Maintains and updates the Department’s filing system.
• Carries out secretarial activities such as; drafting letters, memoranda, hand-over notes, fax transmission, E-mail messages etc. from brief notes or oral instructions. Types and proof reads a variety of materials including reports, statements, tabulations etc.
• Dispatches outgoing mail and maintains records of documents which require Job Officer’s response and follows-up necessary actions. Follows-up work progress. Ensures direct delivery of confidential materials/mail. Receives and relays messages, and answers routine queries
• Makes appointments for Supervisor, receives and guides visitors to Supervisor’s office. Makes arrangements for conference room meetings including preparation of visual aids, refreshments etc.
• Uses other PC applications to produce slides sheets, lists, graphs etc. Raises requests for stationery/supplies and distributes to Department’s personnel as required.
• Maintains and updates filing system. Coordinates and follows-up with concerned personnel on matters related to visas, security passes, transport, accommodation etc. when required.
• Ensures good housekeeping in the office and arranges for proper storage of office materials and files. Ensures that office equipment such as; computer terminal, printer, facsimile etc. are kept and handled properly and requests services for the maintenance in case of any defects. Arranges circulation of various magazines, periodicals etc.
• Implementing all the daily transactions of listing process into MASTER KEY SYSTEM (Real Estate software).
• Preparing and finalizing all the documents related to listing process whether it is internal (Sales Consultants) or external (Clients).
• Making sure that all the documents needed for listing process are met and filed properly.
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• Arranging all the listing referrals from sales consultants or clients in a well-organized module.
• Initiating and handling all the outgoing calls with our potential sellers to finalize the listing process
• Organizing the process of availabilities flow as per our sales requirements in a very proper manner.
• Communicating with developers in order to maintain a full Product Knowledge Portfolio about their projects.
• Providing management with periodic statistics about sellers and average prices in the market
• Any other tasks as per job requirements and changes assigned by direct manager
• The purpose of my job is to transfer very good and interested customers to the sales agents, they must be filtered and very interested, and after transferring the clients to the agents I have to follow up with the agents until closing the deal…
Approving the units entered to Masterkey by the data entry stuff … re-checking the clients entered to the system in a daily basis… refreshing the units in Masterkey to keep our units in the top pages of the portals
• Coordinating with the leasing team and their clients and following up till the deal closed.
• Support the finance team at Burooj Properties to organize the contractors’ filing using I Capital System.
• Data entry for different kinds of payments using I Capital System.
• Auditing the payments before issue the checks for suppliers.
• Auditing sanction and breakdown for the construction.
• Auditing planned cash flow, advanced payment guarantee, and performance bond guarantee.
• Issue the actual cash flow.
• Sorting documents for sales and inventory using GP System.
2004 - 2008 Abu Dhabi University, BA (Finance) Business Administration; GPA 3.16 Modules included (group work skills on projects): • Marketing • Organizational Behavior • Strategic Management • Computer Application in Finance • Accounting and Finance • Managerial Finance • Entrepreneurship Management • Project management My dissertation was in the form consultancy project to develop a business plan and other valuable deliverables for a new and unique health center for teenagers. The project has covered critical financial and managerial areas, where I gained an outstanding experience for my future career.
