Executive assistant of the Department Managers
Yousef Naghi Motors Ford –Lincoln Branch
Total years of experience :15 years, 7 Months
Providing administrative assistance, such as writing and editing e-mails, drafting memos, and preparing communications on the executive’s behalf.
Maintaining comprehensive and accurate records.
Performing minor accounting duties.
Organizing meetings, including scheduling, sending reminders, and organizing catering when necessary.
Answering phone calls in a polite and professional manner.
Welcoming visitors and identifying the purpose of their visit before directing them to the appropriate department.
Managing the executive’s calendar, including making appointments and prioritizing the most sensitive matters.
Providing complete administrative assistance in all levels.
Maintain executive’s agenda and assist in planning appointments, board meetings, Conferences etc.
Attend meetings and keep minutes.
Receive and screen phone calls and redirect them when appropriate.
Handle and prioritize all outgoing or incoming correspondence (e-mail, letters, Packages etc.)
Make travel arrangements for executives.
Handle confidential documents ensuring they remain secure.
Monitor office supplies.
Maintain electronic and paper records ensuring information is organized and easily accessible.
Review all the attached documents from different departments and complete the missing papers before the final signature.
Review the checks, invoices and purchase request.
Acting as the point of contact among executives, employees, clients and other external partners.
Helping in designing the offices for the new managers.
Checking the cleaning company performance.
Ensure the effective running of all the Operation within Support Service divisions with the standards laid down by the hospital in order to achieve maximum patients and staff's satisfaction profitability.
1-Facility Management including all the Logistic Operation in (OPD - MAIN BUILDING).
2- Waste Management (General - Medical).
3- Food Services (Kitchen -Pantry assistant-nonclinical dietitian-Cafeterias Points of sales).
4- Pest Control.
5- Laundry.
6- Tailoring and upholstery.
7- Housekeeping.
8- Accommodation (One year).
Prepare the hospital to pass the accreditation (JCI-CBAHI).
• Create & apply policies and procedures for Support Services Management and its relation with another department.
• Supervise and control the logistic movement of the material needed and their distribution plan for all related facilities.
• Prepare and execute the yearly strategic plans for the department.
• Manage team members within the department and run a periodic assessment for them.
• Manage and follow-up the implementation of all internal kind of maintenance works.
• Manage and follow-up the implementation of purchasing orders in accordance with the allocated budgets, which planned in coordination with the financial and related departments.
• Coordinate and implement the external contracts with the relevant agencies like (Laundry-Pest Control-Waste Company general and medical -Cleaning Company).
• Supervise and control the logistic movement of the material entering the hospital from the External sources.
• Ensure that all incoming materials comply with the specifications approved by the concerned departments.
• Follow up all the requirements of other departments to make their work environment more comfortable.
• Manage and maintain the internal environment assuring the safety and the implementation of the security systems.
• Coordination and consultation with other departments in developing their own plans and strategies that share with the service departments in achieving their goals.
• Verify the smooth functioning of work in all departments and work to solve obstacles and remove them as soon as they appear in the work environment.
• Increased level of customers' satisfaction.
• Creating an environment that promotes excellent performance and positive morale.
• Developed solid business relationships with new or existing customers.
• Set departmental KPIs and monitor performance.
• Stimulated, reviewed and monitored all business processes and ensured achievement of goals.
• Ensure the establishment of standards, requirements, policies and procedures that meet the needs of the organization.
• Ensure the effective use of the materials in all areas and divisions.
• Ensure of implementing operational policies and a strategic plan.
I got 100% during my first 3 month in training.
I got 97% in my 1st year evaluation (8/2014 to 8/2015).
I got 98% in my 2nd year evaluation (8/2015 to 8/2016).
Work Controller 1 IN Collage of Nursing -Jeddah, King Saud bin Abdul-Aziz University for Health Sciences, with full supervision of logistical operations
Job Description
1- Housekeeping which include:
• Monitoring the staff from the out company.
• Contact the company in case of any problem happens.
• Distributing the staff, follow up their work schedule daily and their appearance to be presentable at all the times...
• Making the necessary memos according to the situations and solving the Problems in short period.
• Always ready to handle any urgent situation.
• Be sure that the satisfaction rate is high from the staff and the student.
2- Pest control:
• Contact the responsible company to do the usual spraying and Taking all precaution needed.
• Arranging their schedule to visit the college for the safety measures.
3-plant control:
• Make the environment more comfortable for the all the staff and students.
• Making the list of it is locations and the status of the plants and replacing the damaged one.
• Managing the time to visit the area and do the work smoothly.
4-maintenance work.
• Make routine visit to the college every time and then to be sure that everything is under control.
• The immediate action will be taken during any urgent situation.
• Make the maintenance request needed and contact the responsible department with follow up.
• Monitoring the maintenance staff during their visit and help them to do their Work in the easy way.
5- purchasing:
• Make purchasing requests for any needs in the collage with complete follow up until it is closed and delivered.
6-Member of the quality committee in the college.
• Attend the meetings.
• Share the suggestions.
• Looking for more development
From 23/08/ 2010 to21/08/ 2014
I work as Assistant Of Chief Executive Officer of Dr.Bakhsh Hospital
And I got 99% in my yearly evaluation.
Executive Secretary then Assistant of the Assistant Chairman Finally Assistant of CEO in Bakhsh Hospital group.
My journey during these 6 years, I start my career working as an executive secretary with the following tasks:
• Maintain executive’s agenda and assist in planning appointments, board meetings, Conferences etc.
• Attend meetings and keep minutes.
• Receive and screen phone calls and redirect them when appropriate.
• Handle and prioritize all outgoing or incoming correspondence (e-mail, letters, Packages etc.)
• Make travel arrangements for executives.
• Handle confidential documents ensuring they remain secure.
• Prepare invoices or financial statements and provide assistance in bookkeeping.
• Monitor office supplies and negotiate terms with suppliers to ensure the most cost-effective Orders.
• Maintain electronic and paper records ensuring information is organized and easily accessible.
When I became assistant to the higher administration add more tasks which are:
• Training the new secretaries.
• Review all the attached documents from different departments and complete the missing papers before entering it for final signature.
• Review the checks, invoices and purchase request.
• Acting as the point of contact among executives, employees, clients and other external partners.
When I became as assistant of the CEO new tasks were added which are:
• Monitoring the housekeeping staff by making inspection visit from time to time.
• monitoring the taste of the food in the kitchen from time to time.
• checking the cleaning company performance.
• Helping in designing the offices for the new managers.
From 23/08/2009 to 23/08/ 2010
I work as Assistant Of the Assistant Chairman of Dr.Bakhsh Hospital.
I work as Executive Secretary for Assistant Chairman of Dr.Bakhsh Hospital (Sharfiah branch) & I got 96% during my first 3 month in training then I got 99% in my yearly evaluation.
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