Executive Secretary for Vice President
University of Doha for Science and Technology
Total years of experience :12 years, 8 Months
Maintain executive’s agenda and plan appointments, board meetings, and all engagements.
Schedule meetings and arrange conference rooms.
Receive and screen phone calls and redirect them when appropriate
Handle and prioritize all outgoing or incoming correspondence (e-mail, letters, packages etc.)
Prepares invoices, reports, memos, letters, financial statements, and other documents, using word processing and spreadsheet.
Prepare and process invoices/cheque and creates requisitions for the department, through People Soft System.
Maintains the department expenditures by preparing and processing purchase orders.(Petty Cash)
Handle confidential documents ensuring they remain secure
Monitor office supplies orders
Maintain electronic and paper records ensuring information is organized and easily accessible
Conduct research within the scope of responsibility and prepare presentations or reports as assigned
Monitor the follow-up of correspondence to ensure control over the closeout of correspondence.
Greet and receive visitor, students.
Prepare confidential and sensitive documents.
Operate office equipment, such as photocopy machine and scanner.
Maintain hard copy and electronic filing system.
Performs other responsibilities associated with this position when appropriate.
Provides administrative support to the manager and staff in the corporate services department.
Provides event management support to the corporate services team
Organizes meetings and sets up appointments in the Manager's Calendar.
Maintain Meeting room calendar
Creates and maintains physical and electronic filing system for the department.
Maintains office inventories and workshop supplies including promotional gifts, orders office supplies as needed.
Prepare and process invoices/cheque and creates requisitions for the department.
Maintains the department expenditures by preparing and processing purchase orders.
Assists the Manager in the review anad analysis of departmental finicial statements.
Prepares and processes petty cash.
Provides assistance to Corporate Services Coordinators with course/program preparations ( Contacting student/preparations and filing of certificates, etc.).
Maintains website and Intranet content, SharePoint and other CS electronic files and folders.
Prepare a variety of letters, forms, reports and other documents.
Maintanis Corporate Services office space so it has organized apperance.
Replies to general inquires received by phone or e-mail.
Worked in Government Relations and Relocation as Assistant customer services ( Temporary job)
• Preparing and collecting all required documents from the employee to apply for family visa, and following up with Immigration team.
• Tracking online for family visa applications.
• Assist to Issue / renewal / transfer RPs for the employee and his family members.
• Keep everything updated on the system, and uploading the new documents.
• Assist employee in preparing the relative visit visa application.
• Assist employee in preparing the house maid application.
• Following-up with Immigration Department for exit permits, and ensuring that expiring visas are extended on time and those visas are being cancelled / transferred on time.
• Assist employees on HR related issues and act as a focal point of contact for all employees Providing them accurate information, advising and guidance on HR policies and procedures.
•Assist the ER-Section Head with all disciplinary and grievance issues and investigation and making
Appropriate recommendations in light of evidence and policy.
• Responsible about all procedures of resignation, termination and retirement.
• Manage the process of separating of employees conducting exit interviews as required upon resignation/termination.
• Prepare HR reports of resignation, termination, retirement and other matters of interest to company management.
• Coordinate with payroll section to Prepare and issue various contract amendments as required.
• Facilitate internal Company transfers and responsible about the changing job title process.
• Make study cases for the employee who asked for increment in their salaries and giving the right recommendations.
• Assist in the procedures of promotions (regular and exceptional).
• Ensure the change of status for study case/promotion process is effectively implemented with employees
fully aware of their new roles and responsibilities.
• Assisting employee in housing and education request.
• Implementing HR Procedures and ensuring their conformity with the 2009 HR Law.
Worked as Executive Secretary for the HR Director, my responsibility was as the following:
• Assist in administrative and clerical related duties, including managing personnel files.
• Provide secretarial support to the HR director, through diary management, document control and
administrative support.
• Answer the HR head office calls, answering any queries or redirecting to relevant department.
• Respond to any email queries or redirect if required ensuring all emails are attended.
• Creating, updating and amending any spreadsheets required for reporting or data collection.
• Greeting any external visitors, candidates and aiding with any queries they may have.
• Processing documentation/ requests for HR related activities.
My Performance appraisals, was as the following:
- Excellent for 2014.
- Very good for 2015.
- Appreciation certificate from the HR Director.
• Process official certificates requested by employees, such as (Employment certificate,
Experience certificate and salary certificate).
Preparing and collecting all required documents from the employee to apply for family visa, and following up with
Immigration team.
• Tracking online for family visa applications.
• Assist to Issue / renewal / transfer RPs for the employee and his family members.
• Keep everything updated on the system, and uploading the new documents.
• Assist employee in preparing the relative visit visa application.
• Assist employee in preparing the house maid application.
• Following-up with Immigration Department for exit permits, and ensuring that expiring visas are extended on time and those visas are being cancelled / transferred on time.
• Continuously monitor and process employee contracts to ensure all employees working in the region have updated Contracts.
• Assist in recruitment and hiring process, receiving and filling CV’s, preparing the offer letters, and assist in employee induction program.
• Collect from the selected candidates all documents required for visa application.
• Check the validity of the submitted documents and once confirmed, forward to government Immigration Department for visa processing.
• Monitoring employees’ attendance on regular basis and investigating absence cases.
• Managing the filing system at HR department, updating HR Master File and employees files and collecting required documents and forms.
• Prepare & follow up on the orientation checklist of the new comers.
• Submitting performance appraisals on time for each employee.
• Assisting in writing job descriptions & updating the employee handbook.
• Issuing the identification card for all employees and the new joiners.
• Keeping reporting sheets updated on a daily basis.
Tanween, Development and Real Estate Management Company, (July 2008-Oct 2010)
This company is Subsidiary of Barwa Real Estate, worked in HR and Administration Department as HR Administrator and then as HR Officer.
Responsibilities:
• Introduce the new employee to other office colleagues and take him/her around the office complex, and opening new file for him, and provide him with basic information.
• Maintaining updated personnel files and ensuring that all original documents are in the personal files with appropriate signature.
• Entering all data in the personnel file of employee on Microsoft Dynamics GP system V.10 (E-File system).
• Responsible for probationary employee evaluation.
• Maintain employee leaves (Annual leave, sick leave, and leave without pay).
• Provide the HR Manager & HR Director with monthly updated report about employee leaves balance.
• Receiving the education benefits claim from the Senior Employees, and send it to the payroll manager after checking the validity of the statement.
• Arrange booking reservations and leave settlements for employees going for vacation.
• Monitor the return of employees from vacation as scheduled and report to the department head
if there are any delays.
• Handling medical insurance issues such as:
o Send and receive medical registration form from employees.
o Addition and deletion of employees and their families under healthcare coverage.
o Receiving the claims from claimants and send them to the insurance company.
o Receiving cheque from insurance company and handling over to claimants.
• Maintain communication with the Immigration section to ensure adequate preparation of exit permits and re-entry permits.
• Monitor time and attendance records.
• Prepare LPOs for payment of air tickets to Travel Agencies.
• Monitor overtime to facilitate payment.
• Respond to employees inquiries.
• Provide necessary quotations.
• Ordering and maintaining stationery and equipment supplies.
worked as:
Customer service.
Data entry on (Fil.Net system)
IT Support.
Responsibilities: • Provide timely and accurate information to customer complaints.
• Provide timely feedback regarding to specific problem or customer concern.
• Troubleshooting general problems on the employee computers.
• Entering customer data in software system.
• Developing and updating the clients database, assisting in issuing building permits process.
• Convert each client file to the engineer to study the project and then giving the decision to issue a building permit or not.
Al-Zaytoonah University, Amman, Jordan 2006 Bachelor in Computer Information System from the faculty of Computer Science and Information Systems.