Executive Secretary to the EVP
Union National Bank -Risk Management Group
مجموع سنوات الخبرة :24 years, 10 أشهر
• Update and maintain the filing system, ensure safekeeping of confidential materials.
• Coordinate and facilitate information flow and sharing between units.
• Preparing and managing the EVP calendar and preparing high quality briefing material and reports for appointments and travel.
• Preparing meeting agenda, attending meeting and taking minutes.
• Preparing correspondences, directives, and comments on behalf of EVP for his signature and making following -up when required.
• Handle incoming and outgoing emails of EVP.
• Following-up on deadlines, commitments made, action taken and coordination of collection and submission of the required reports to EVP office.
• Ensure the availability of stationary and required administrative tools for the EVP office.
• Provide monthly MIS reports, data, and presentations.
• Monitoring staff attendance, leave balance and loan requests
• Helping EVP with completing the performance appraisal repots of his direct repartees.
• Performing any other related job as required by the EVP.
• Provide secretarial support to the senior lawyers.
• Assist lawyers in collection activities and achievement of their collection target
• Format all documents (internal and external) to Al Tamimi house style
• Perform the billing process of assigned fee earners by ensuring proformas are printed, reviewed, edited and completed within specified timeframe.
• Draft emails to internal and external clients using the correct use of the English Language at all times
• Receive, screen and respond to telephone calls, inquiries and request
• Correspond with internal and external clients verbally and by emails with respect to arranging meetings, collection etc. on a daily basis
• Manage assigned Lawyers calendar and update relevant client information, holiday time and key dates on a daily basis.
• Systematize lawyer’s files and file documents in soft copy through e-filing and physical filing
CEO Executive office
• Efficiently handling all administrative functions that facilitate the smooth running of the CEO office (maintain the calendar, contacts with high-ranking visitors, arrange of appointment and meetings, ).
• Ensures provision of effective communications support to the office by coordination of information flow and facilitation of information sharing.
• Manage and maintain filing system ensuring safekeeping of confidential materials,
• Managing the CEO office meetings, preparing high quality briefing material for meeting, appointments and travels.
• Preparing of correspondences, directives, and comments on behalf of CEO for his signature and making follow-up when required.
• Handling all necessary actions to facilitate the Management Committees’ tasks, meetings, reports and follow-up on execution of decisions made by these committees.
• Prepare control logs and action plans.
• Following-up on deadlines, commitments made, action taken and coordination of collection and submission of the required reports to CEO office.
• Acting as focal point on setting, preparing and communicating of Bank Policies and Procedures issued by different departments
• Worked as a focal point for the preparation of the Bank Annual Business Plan
• Taking part of the recruitment and training office staff. Evaluate and manage their performance
Board Meetings and General Assembly:
• Managing all preparations for (prepare agenda, minutes, and communications, meeting materials, travel and logistics matters…..)
Corporate Communication and Events Management:
• Preparing monthly Newsletters that address any new or recent development in all subordinate divisions and in the whole Bank business.
• Preparing and arrange for Bank functions and events (internal and external) by handling and acting as a focal point for all required coordination and logistics.
• Worked as a focal point for the preparation of Annual Report.
• Review, edit and Approve all materials that to be published on the SharePoint.
• Review, edit and approve all advertisements, website content, press releases ….
• Handling customers inquiries and complains.
• Ensure that each customer receives outstanding service by providing a friendly environment, which includes greeting and acknowledging every customer, maintaining solid product knowledge and all other aspects of customer service.
• Maintain an awareness of all promotions and advertisements.
• Assist in floor moves, merchandising, display maintenance, and housekeeping
• Assist in processing and replenishing merchandise and monitoring floor stock.
• Aid customers in locating merchandise.
• Communicate customer requests to management.
• Assist in completing price changes within the department.
• Participate in year-end inventory and cycle counts.
• Accurately handling cash
• Advertising for and selling company credit cards
• Taking any other tasks as assigned from time to time by my manager.
oCarry out all administrative functions related to the department.
oAssist in the day-to day coordination of office activities.
oAssist in the day-to day coordination of office activities.
oPrepare the Representative daily schedule.
oTake the daily staff attendance records and prepare monthly Attendance Sheet for each staff member.
oArrange and schedule all internal and external meeting for the Representative, prepare the meetings agenda, documents, and refreshments, take minutes of meetings, etc.
o Research and gather date, background materials related to office’s work plan, meetings within mission and with other UN Agencies and high level Government Officials.
o Prepare processes and follows-up arrangements and forms related to the travel of the Representative and other senior staff. (Travel Itinerary)
o Draft letters in English and Arabic, carry filling (electronic/hard copy filling system), preparing appointments, follow the office work and monitor the adherence to deadline.
o Keep and handle all confidential materials.
oPrepare, send and receive the UNFPA pouch to/from the UN Head Quarter in New York.
oWork in a team with other colloquies in the office, other UN Agencies and Government Offices for preparing for meetings, conferences, seminars, local and international events such as the World Population Day, etc.
o Translate a wide range and variety of documents (including official correspondences with Government offices, press releases, periodical publications etc.) from Arabic to English and vice versa.
o Carry out all secretarial function such filling (Electronic/hard copy filling system), arranging appointments for the Ambassador and other Embassy’s staff, typing in English and Arabic, receiving and transferring calls, etc.
o Schedule meetings and prepare necessary documents and equipments necessary for the meetings between Korean businessmen and the Qatari counterparts.
o Review daily Arabic Newspapers and translate any news related to Korean interest in from the commercial point of view, and important local and international news.
o Handling the Commercial Section’s work by responding to local companies’ queries of business information exchanges between them & the Korean firms, preparing monthly report on the Section activities and progress, meeting with local companies’ representatives and mangers, etc.
o Translate technical reports and general /official correspondences
o Prepare letters, internal memorandum and reports.
o Meet with customers and carry some customer’s service activities.
o Do interpretation tasks between the Project Manager & other contractors & Sub-contractors.
o Worked as interpreter for Qatari patients and follow their medical treatment with medical consultants in various hospitals & medical centers in London.
o Interpretation works in the Qatar Medical Center in London (UK).
•Bank’s Products and Services:
•Marketing and Customer Services
•Cash Simulation
•Teller Procedures
•Business Math
•Business Documentation
•Applied Business Communication
•Spreadsheets for Business
