Personal Assistant to the Project Director
LS Cable & System Ltd.
Total years of experience :32 years, 4 Months
• Ensures that all day to day activities and functions of the Project Director are dealt with in an efficient manner.
• Scheduling and attending all Client (Qatar Petroleum) meetings as well as in-house Management meetings, Subcontractor meetings, conferences, workshop, events and other similar activities.
• Preparing meeting agendas, writing minutes, preparing presentation slides for the meeting and ensuring that action points for the meeting are dealt with in a prompt manner.
• Liaise with Client (Qatar Petroleum) on a frequent basis regarding approvals, meeting arrangements, follow up on outstanding correspondence etc.
• Assisted the Project Director with all aspects of administrative management skills.
• Maintaining confidentiality regarding information shared in the meeting, decisions taken and other activities performed by the Project Director.
• Provide full administrative and secretarial support to the Group CEO.
• Responsible for managing the Group CEO's daily calendar, diary and scheduling his appointments. Organizing his travel and preparing complex travel itineraries, hotel accommodation, car rental etc;
• Reading, monitoring and responding to Group CEO’s email. Screening calls, enquiries and requests and handling them when appropriate;
• Dealing with incoming emails, faxes and post, writing letters, producing documents and presentations.
• Organising and attending meetings with the Group CEO; preparing meeting agendas, writing minutes, taking dictation as well as preparing reports for management review and communicating meeting details to the Management staff;
• Maintaining confidentiality regarding the information maintained, meetings attended, decisions taken and other activities performed by the Group CEO. Assisting with action item follow up as needed.
• Conduct reviews in researches and prepare a written summary concerning the topic.
• Received a “Top Performance Award 2009” for being an excellent employee of Etisalat.
• Complete administrative support to the Project Managers and Instructors on site, which includes the preparation of offer letters and related paperwork. Updating of personnel files and relevant documents for the staff and assisting staff in all administrative duties.
• Maintains the company database records that provide current information about employees start date, remuneration package, change in rank, annual leave schedules, vacation accrual, terms of appointment etc.
• Develops and implements office procedures on issues related to staff, including promotions, paid or unpaid leaves, salary adjustments, workload assignments and related matters. Evaluating employee benefits such as accommodation, bonuses, medical insurance schemes, expatriates monthly allowances, business travel allowances, mobile phone allowances, education allowances etc.
• Schedules appointments and organizes the Managing Director’s calendar. Coordinates and follows up on project assignments given to Management staff by the M.D.
• Follow up with the company PRO regarding visa request submitted. Personally attends to all the visa requirements of the Managing Director and his family.
• Assist the M.D. in all day-to-day functions as required. This necessitates up to date knowledge of MD’s office functions, as required to cover these duties on an ongoing support basis, which includes vacations and times when the office is especially busy.
• Worked co-operatively with Human Resources staff in recruitment, evaluation of new employees, job description and administration of contracts, job training, compensation benefits, housing, visa requirements and appointment process of new employees.
• Fixed salaries and other perks at the time of employment, according to the prevailing standard of the company
• Prepared monthly salary statement to the bank, for the transfer of salaries to the account of each employee and dispatched salary statement/bank slip to each employee
• Arranged hotel accommodation and travel arrangements for the overseas appointments, Principals, as well as employees on business trips. Maintained expense reimbursement records and vouchers for the Managing Director.
• Monitor and track tender budget, advise on status and expenditure plans.
• Provided executive-level secretarial support to the JV Management including drafted memos, emails, prepared site communications and letters to the Client (Public Works Department), Project Managers (Hill International Inc.) and Consultant (Tractebel Al Khaleej).
• Handled project related matters such as scheduling project meetings, recording minutes, prepared work schedules (daily/monthly/yearly) for Clients, weekly and monthly project reports for Management; Monthly Progressive Claim and contract documents for Sub-contractors.
• Liaised with Professional Engineer, Government agencies and other relevant authorities (external) regarding various project related submissions and approvals.
• Created presentations and maintained organization charts of the site personnel.
• Maintained an organized filing system of the entire correspondence to/from the Client/Consultant/Contractors office concerning the Mosque Project. Also updated the database on a frequent basis that keeps a track of all such correspondences.
• Assisted HR in selection and recruitment of Support staff. Coordinated the day-to-day business operations with high level of confidentiality and efficiency. Handled office tasks such as correspondence, hotel, travel arrangements and itinerary, and provided confidential secretarial support to the JV Management.
• Responsible for carrying out the day-to-day administration of the Project office, such as car rental, maintenance of office premises and equipment, liaison with insurance companies, allocating the duties of office boys and drivers, controlling employee time sheets, processing leave applications and other personnel documents in liaison with the Personnel Officer.
• Scheduled site meetings and appointments, booked meeting rooms, informed attendees of the time and location. Produced meeting agendas and prepared the relevant information required for site meeting. Recorded and distributed the minutes and followed up on action taken at meetings or decisions made by the Operations Manager to ensure that they are completed on time.
• Prepared work schedules, charts, graphs, reports and presentation on the work progress on site and dispatching the same to the Head office in Germany.
• Arranged monthly salary and hourly salary, overtime on the basis of the approved punch card and time sheet prepared by the project office.
• Negotiated with manpower suppliers for hiring of employees for a temporary period.
• Carried out project work under the guidance of the Operations Manager.
• Assisted with HR functions such as (Main office) - staff leave, staff training and courses, time sheet and overtime records. (Site office) - construction site workers details such as work permit, medical records, training needs etc.
• Maintained office equipment. Recorded usage of company belongings such as company vehicles, mobile phones, pager etc.
• Maintained an Administration database, which provides current information on employees. Updating database as changes in rank, salary, terms of appointment, vacation accrual etc. are implemented.
• Tracked and scheduled departmental vacations.
• Conducted research and analysis on housing, compensation, education allowances and company polices.
• Maintained a headcount database against which positions are filled or created in HR Committee meetings. Updated this database on a weekly basis.
• Provided effective administrative support and professional secretarial service to the entire department such as preparation of correspondence (letters, telex, faxes, mail, emails, reports, circulars, standard forms and memos).
• Prepared numerous graphical presentations for seminars and conferences, external and internal meetings and quarterly reports.
• Assisted the Home and Building Dept. Manager in the preparation of legal documents for tenders, quotations, advertisement layout and write-ups, and other marketing related tasks with high level of confidentiality.
• Assisted the Sales team with meetings, organizing special events, photocopying, filing and creating documents.
• Assisted and co-coordinated exhibitions and seminars organized by the company.
• Maintained a consistent level of communication between the Manager and his sales team.
• Coordinated Sales activities including preparation and submission of quotations to Client, order processing, pricing, coordinate with the warehouse for delivery of order, prepared Delivery Notes, Invoices, Packing List and Performa Invoice.
• Handled inquiries from Customers on orders and related matters, meeting client requests in a timely and accurate manner, thus securing repeated business.
• Created a systematic method that improved the processing time of customer’s complaints and handled enquiries and follow-up of pending paint orders with professionalism and a positive attitude in fast paced, stressful situations.
• Assisted the sales team by providing admin support with a demonstrated ability to improve procedures and meet demanding deadlines.
• Created, inputted and maintained the database for paint drums received, deliveries dispatched to various customers and carried out a final quality check of the same.
• Provided feedback and support to the operation team on efforts to improve performance and better customers’ satisfaction.
• Established and maintained excellent working relationships with customers and employees.
Executive Secretary and Office Manager Diploma/Certificate, awarded by Institute for International Research (IIR) Middle East in UAE
Becoming a Master Instructor – Level I, awarded at Northern Alberta Institute of Technology (NAIT) in Canada.
Microsoft Applications Training Certificate awarded by Avery Dennison.
COMPLETE SECRETARIAL COURSE
Bachelor of Arts degree
