Executive Assistant to Director/ City Operations
Qatar Foundation
مجموع سنوات الخبرة :10 years, 10 أشهر
•Manage the Director’s schedule and ensure that all necessary documentation is prepared prior his meetings with QF Clients, QF Higher Management, and Support Partner Senior Staff.
•Maintain confidentiality on all aspects of department’s activities and safeguard legal documents, business plans, budgets, and contracts.
•Prepare written documentation: Minutes of Meeting, Letters, Memos, Route Cause Analysis and Weekly Reports and provide the necessary requirements as requested by government authorities.
•Extend support for the engineers through site visit arrangements prior QCD inspections of QF facilities.
•Follow-up on endorsements related to Work Permits, Maintenance of District Cooling Plants & Education City Infrastructure, and Utilities provided for the tenants.
•Liaise with Procurement & Planning Management Directorate on tender formalities and consolidate the necessary documents from the bidders for Technical Evaluation Report preparation.
•Act as a focal point for QF Support Partner Staff related to all O&M activities and documentation related to closeout of projects in coordination with Capital Projects Team.
•Communicate with the end users for the list of pending snags prior endorsing project completion certificates.
•Raise Incident Hazard Reports (IHR) via MARAFIQ platform and share them with the Insurance Team to evaluate the estimated cost for claims in line with QF Policies.
•Process Service Agreements with QF customers and communicate with QF Legal, IP, Finance, and Risk Department to ensure internal alignment of inputs.
•Arrange ISO 41001:2018 audit schedule for staff, events and seminars for the Senior Management, and bi-weekly meetings for the Innovation Committee.
•Conduct meetings with CO departments for ideas under implementation and follow-up on the progress for initiatives related to sustainability, cost reduction, enhancing business processes and customer relationship to meet QF strategic goals effectively.
• Draft letters, memos, and business reports for the project management team.
• Monitor the work of administrative team and update the senior management team accordingly.
• Arrange meetings with clients and stakeholders and manage the director’s calendar.
• Prepare weekly Minutes of Meeting and ensure all documentation are provided for the Director before conducting any meeting.
• Assist in project management through creating Gantt Charts, Budget Spread sheets, Risk Assessment and Business Case Report Circulation to facilitate processes and ensure projects are submitted on time.
• Update all policies, procedures, and forms in the company’s SharePoint.
• Communicate with clients through emails regarding any enquiries related to the project and coordinate with the team accordingly.
• Coordinate and maintain status of new business opportunities with the client, internal business team, and stakeholders.
• Manage relationships with vendors, service providers, and landlord ensuring that all items are invoiced and paid on time.
• Identify risks, maintain risk registers, and support risk management by engaging with the stakeholders and analysis of the key checks.
• Ensure all projects are running smoothly on time and within the budget.
•Design, establish, and maintain information system including physical and electronic files for the division based on the company’s archival policy.
•Format, create, produce and edit office correspondence and other written materials based on the business and operational requirements.
•Update, maintain CSO’s personal and confidential files and schedule his calendar suitably.
•Process leave requests, cheques, and travel bookings as requested by CSO.
•Support the HR, Procurement, Business Development, and IT departments in organizing and archiving files.
•Control the HR Work Systems database related to all employee’s personal information and update their records accordingly.
•Create, control and update a masterlist of ISO Documents based on the QMS requirements.
•Conduct orientation sessions for the employees on the usage of Oracle HRSS (taking leave, requesting any letter from HR department), as well as using Oracle Mail Register System to enter all invoices and records received by procurement department and issue a reference number accordingly.
•Assist the Senior Organizational Development Officer in preparing presentations for Oracle HRSS and ISO 9001:2015 by sharing ideas and preparing forms.
•Prepare weekly agenda items and minutes of meeting for the entire division.
•Enrolling new joiners and by taking their fingerprint on the biometric machines and giving them an ID number.
•Assist the HR team in introducing the job description and company’s policies for new joiners.
•Coordinate with the HR team in the selection of candidates by giving interview feedback.
•Communicate emails for all interview feedbacks to the Ministry of Labour for Qatari candidates nominated as per Qatarization Strategy for governmental sectors.
•Update the company’s telephone directory synchronized with the new joiners based on the organizational policies.
•Draft circulars, delegations, and memos for the entire company and communicate with the team accordingly.
•Perform the usual office routines and practices (like: registration, record keeping, file maintenance, meetings) and taking care of students’ affairs on all aspects of education in line with the school’s policies & procedures.
•Update and maintain all letters addressed to parents, permission slips, newsletters, and the academic year calendar in the school’s SharePoint drive.
•Record students’ profiles information in our school database system (SIMS) in order to maintain their enrollment status in line with the directives of the Ministry of Education and Higher Education.
•Interact with parents and teachers during scheduled conferences to review school policies, educational activities/events, and student performance while offering information on any upcoming changes on the school curriculum & educational programs.
•Coordinate with the School Principal, HR Manager and administrative staff to meet task completion deadline thus ensuring that the goals of the department/school are successfully met.
•Act as a liaison within the senior management team, administrative staff and the general public.
•Prepare the agenda items and minutes of meeting for the senior management team, and schedule job interviews as well as managing the office operations accordingly.
•Conduct follow-up inquiries on behalf of the deputy head teacher/SMT and assist the School Registrar related to the enrollment of new students and other related aspects.
•Update and review the school policies & procedures with the higher management and track the programs and school activities to ensure seamless operations.
•Discuss and present the action items & updates for the Health, Safety, and Environment School Committee being a member it.
•Trace the latest news that concern politics, stars, technology, and sports via our universal platform and send it to the mobile apps to engage customers with our services.
•Follow-up with the administrative team to ensure news are sent on time with any delays.
•Prepare and present monthly PowerPoint presentations on clients’ feedback and comments and discuss with my team the operational improvements to be done to ensure customer’s satisfaction.
•Function as a news social media consultant and share ideas to enhance customer’s attention in the media sector.
•Communicate with social media specialist and attend lectures as instructed by my line manager.
•Edit and rectify sentence structure before sending any news.
•Maintain all records of reports, presentations, and other department files.
•Implement, plan and supervise programs for the class and develop curriculum to support students’ learning.
•Create and promote a positive learning atmosphere ensuring that the needs of the individual child were met in terms of social, emotional and intellectual development.
•Guarantee a pleasant and conductive learning environment inside the class through preparing written evaluations for each student and facilitate individual conference with the parents of each student to give them feedback regarding the child’s ability and progress.
•Create weekly and monthly tests to track students’ progress.
•Perform hand-on-activities to ensure that the information is transferred smoothly.
•Enhance positive reinforcement by motivating students to improve by giving them prizes upon achievement of high marks.
•Function as a Math club team leader for cycle two section by being the focal point between cycle two teachers and the math coordinator.
•Submit and update a year plan curriculum to division math coordinator to ensure all math lessons are covered on time.
•Hand-in monthly Math grades for my students to the administration department.
•Organize Math club day for cycle two by creating fun activities for this yearly event.
•Allow a positive discussion in class to ensure a fun and learning atmosphere is created during my sessions.
•Communicate and discuss with parents during reports day on how to improve the child’s skills at home and advise on some activities to develop problem solving and critical skills.
• Prepare and explain lesson plans to grade 4 and 5 students in observation and coordination with the class teacher.
•Prepare and explain lesson plans for cycle two students prior to monthly proctored exams in observation and coordination with the class teacher, ensuring they are able to retain and understand the materials at hand.
•Initiate a discussion about based learning lessons in order to promote a deeper understanding of the concepts.
•Create and prepare weekly quizzes and monthly tests to track student progress.
• Observe cycle one and two math classes.
