Noura Hafez

Office Administrator &Executive Assistant-Warba Insurance & Reinsurance Co.
Executive support:
Manage the Manager’s calendar, inbox, calls, meeting prep, agendas, and minutes; track action items to closure.

• Calendars & meetings:
Book rooms, send invites, prepare short agendas, record concise minutes, and track action items until closed.

• Front desk & calls:
Answer/screen/redirect calls, log messages, and route to the right officer; greet visitors and guide them to the correct desk.

• Attendance & punctuality reporting (48 staff):
Extract daily time logs; prepare the late/early-out/absent list; annotate justifications; share with the Manager and section leads; maintain a monthly summary and simple trend chart.

• Department communications:
Draft and circulate memos/SOP updates; post notices; ensure acknowledgments are recorded.

• Correspondence:
Draft and format memos/emails (Arabic & English) using approved templates; circulate notices and record acknowledgments.

• Document control:
File/scan/archiving for letters, reports, and approvals; keep registers searchable so files are retrievable quickly.

• Supplies & logistics:
Monitor stationery levels, raise basic requests/PRs, coordinate courier pickups/deliveries, and follow up on service calls.

• Confidentiality & compliance:
Handle sensitive staff and customer information securely; follow retention policies.

• Ad-hoc admin:
Prepare printouts/slides, collect signatures, and support urgent tasks for the Manager.

2014 - NOW
Office Administrator -KUWAIT UNIVERSITY
Switchboard & reception:
Answer calls, route messages, welcome visitors.

Email inbox management:
Monitor shared inboxes; respond to enquiries or route to the right staff member with timely follow-ups.

Calendars & scheduling:
Manage diaries, arrange appointments, and book meeting rooms/conference facilities; prepare simple agendas/materials.

Task coordination:
Prioritize incoming requests, maintain a to-do tracker, and follow up to ensure tasks close on time.

Stakeholder coordination:
Liaise with researchers (inside/outside KU) and advisory board members; circulate updates, minutes, and action items.

Website data entry:
Responsible for content/data updates on the university website (CMS)—posting announcements, events, and forms; QA for accuracy, formatting, and links.

Filing & correspondence system:
Worked on a new digital/physical filing and correspondence register (naming conventions, indexing, inward/outward mail log); trained staff for the new system.

Social media & announcements (Instagram & Twitter/X):
Managed the office’s official accounts; drafted Arabic/English posts for announcements, news, and updates; scheduled and published posts after approvals; monitored basic engagement and handled simple inquiries.

Documents & presentations:
Create/format spreadsheets, word documents and powerpoint slides.

Records & filing:
Organize digital/physical archives to ensure quick retrieval; maintain contact lists and distribution groups.

Organized and participated at the First International Conference of the Educational Journal- Kuwait University in 2022.

• Answering phone calls for the CEO of the printing press.
• Dealing with incoming faxes and prioritize matters according to its importance.
• Arranging meetings, appointments and events.