Senior Administrator
ADIA
مجموع سنوات الخبرة :22 years, 10 أشهر
● Provide administrative and secretarial support to the department; may support a specific team or group within the department in particular.
● Assist with diary management, including scheduling meetings and corresponding with internal contacts.
● Create and format documentation using correct English grammar, spelling, and punctuation.
● Create and format documentation using correct Arabic grammar, spelling, and punctuation if required.
● Answer telephones and give information to callers, take messages, or transfer calls to appropriate individuals.
● Arrange conferences and meetings ensuring the appropriate facilities are available.
● Assist more senior colleagues in arranging travel reservations and hospitality.
● Complete forms in accordance with company procedures.
● Compose, type, and distribute meeting notes, routine correspondence.
● Writes memos, fax messages and meeting minutes and distributes them to appropriate internal and external audiences.
● Arrange couriers to transport required documentation, packages etc.
● Greet visitors and callers, handle their inquiries, and direct them to the appropriate persons according to their needs.
● Distribute incoming and outgoing mail and other material, and prepare answers to routine letters.
● Maintain paper and electronic filing systems for records, correspondence, and other material.
● Operate electronic mail systems.
● Operate office equipment such as fax machines, copiers, and phone systems, and use computers for spreadsheet, word processing, database management, and other applications.
● Assist more senior colleagues by ensuring the required supplies and equipment are in stock; Executive Secretary or Executive Administrator will order supplies if required.
● Google the Fed (Federal Reserve Board) Speeches and provide a summary of the speeches as required on weekly basis.
● Carry out other duties as required
● Manage the CIPD project and follow up the project schedule.
● Develop CIPD training plan as required and prepare presentations show the current status of the project in regular base.
● Prepare and produce all required statistics regularly and when required.
● Act as the technical and coordinating advisor for the enrolled CIPD students within the CIPD project.
● Ensure all databases are constantly updated and input and output are easy to be entering to and getting from.
● Work as the main contact person for any enquires related to CIPD project and ensure easy and accurate communication provided.
● Prepare and follow up all the logistics arrangement for the courses including:
○ Issue the required letters to the concerned authorities and departments.
○ Flight bookings for tutors.
○ Hotel booking for tutors.
○ Course location and timing
○ Course materials.
○ All required tools (camera, - the attendance sheet, …….)
○ Daily visit to the course location and contact the students and tutors to ensure course is going on smoothly and solve any problems present.
● Act as the main contact point for CIPD in UK.
● Provide suggestions and recommendations to apply best practices, solve problems and increase effectiveness and result in better productivity in the project.
● Review, analyze, and conduct required research on any other projects as per ADP requirements.
● Assist in coordinating for any projects as per ADP.
● Provide required analysis, reports and presentations as required.
● Act as a professional presenter to CMI and enhance CMI professional image.
● Coordinate between the SOUK and external stakeholders and liaise with relevant site based teams and management.
● Prepare circulars and distribute to tenants in the SOUK.
● Coordinate with finance department in matters related to payments from tenants.
● Coordinate with finance department in preparing letters to original shop owners and send it to them.
● Prepare a weekly report for the updates of The SOUK tenants to be submitted to Director of Estates.
● Keep and update files of each tenant.
● Coordinate with marketing team in distributing emails and letters to tenants.
● Translation of documents as required.
● Support the team with day to day administration duties as required.
● Assisting the team in creating tender documents.
● Track incoming and outgoing correspondence and workflow.
● Assisting in preparation of presentations when necessary.
● Monitor and order office supplies.
● Coordinate and schedule meetings for the team.
● Maintaining and adhering to confidentiality requirements for and on behalf of the department.
● Any other additional duties that may be assigned relating to the department by the Line Manager.
● Responsible for providing a prompt and efficient, timely response to internal / external customer enquiries and queries.
Acted as first point of contact for both internal and external parties who wish to contact or meet the AGM and screen the requests to ensure those with genuine and important reasons are given priority.
Provided diary management support to ensure the AGM’s time is allocated effectively among various responsibilities. Took initiative on behalf of the AGM to identify and deal with problems and issues that arise to ensure the smooth running of the AGM’s office.
Provided efficient Personal Assistance and correspondence support to the AGM, routing correspondence as necessary and taking initiative in drafting replies, where appropriate, to ensure that all communications are dealt with appropriately.
Developed a work flowchart for the Division to enable smooth running of the AGM’s office.
Maintained permanent/solid relation with the MD’s office, hence the AGM represents the MD in regards to projects issues.
Followed up all relevant operational procedures and instructions so that work is carried out in a controlled and consistent manner.
Coordinated with the HR Department to update the Organizational Chart of the Division.
Coordinated with the Marketing Team to organize all required material, items and support during Exhibitions.
Attended/represented at exhibitions and maintained a Database of all contacts received.
Coordinated with the Administration and IT in order to ensure a smooth work atmosphere concerning required stationary and IT support (i.e. software and hardware).
Coordinated with the Finance Division to ensure non delay of payments and cheques.
Prepared action sheet for the running projects to maintain the work time table and follow with the concerned engineers with each project.
Assisted the AGM in preparing the Business Strategic Plan and the Vision, Mission and Values of the Division in coordination with Business Advisors/Consultants and the MD’s Office.
Maintain and organize the calendar and appointments of the CEO inside and outside UAE.
Organize for visa, ticket and accommodation required for the CEO and all TAQA employees.
Organize conferences, presentations and catering for the CEO and all TAQA employees.
Maintain personal records for all TAQA employees (electronic and hard copies).
Participate in reviewing and updating the HR Manual for the company.
Participate in implementing ISO and HSE systems/policies.
Administer emails with requests or clarifications, obtain approval where necessary and respond.
Monitor and answer quires of all emails received via TAQA’s public emails.
Answer quires of public share holders of TAQA shares.
Coordinate with printing companies to design and print brochures, reports and gift items.
Coordinate with Media companies in regards to subscribing in conferences and exhibitions.
Prepare translations from Arabic to English and vice versa as directed.
Prepare/update presentations as directed.
Answer and screen telephone calls on behalf of the CEO and address queries/take messages or redirect to relevant employee.
Receive drafts from the CEO to prepare letters and/or self correspond in English and Arabic.
Prepare confidential correspondence, memorandums, circulars and spreadsheets on behalf of the CEO.
Prepare brochures and reports using designing soft-wares; such as InDesign, Photoshop, Illustrator.
Coordinate with printing companies to print the designed brochures and reports.
Prepare translations from Arabic to English and vice versa as directed.
Prepare/update presentations as directed.
Prepare/update presentations for senior level executives, advisors and delegates as directed.
Answer and screen telephone calls on behalf of the Head of Planning & Studies Department and address queries/take messages or redirect to relevant employee.
Receive drafts from the Head of Planning & Studies Department to prepare letters and/or self correspond in English and Arabic.
Prepare confidential correspondence, memorandums, circulars, spreadsheets, tables and minutes of meetings on behalf of the Head of Planning & Studies Department.
Assist Planning & Studies team in preparing minutes of meetings and distributing to relevant parties.
Assist the Planning & Studies team in their workload by helping them in preparing excel sheets and charts and maintain their software documents in a consistent format.
Maintain Head of Planning & Studies Department’s diary and advise commitments.
Administer emails with requests or clarifications, obtain approval where necessary and respond.
Prepare and/or proof read and format layout and design of reports/documents in consultation with the Head of Planning & Studies Department.
Receive and review paperwork, ensure relevant documents are attached and forward to Head of Planning & Studies Department for approval.
Coordinate distribution of documents/correspondence to and from Head of Planning & Studies Department, log via document registration database and follow up as required.
Attend to visitors to the Head of Planning & Studies Department.
Organize company meetings both internally and externally, including luncheon where required, as directed by the Head of Planning & Studies Department.
Organize travel, visa and accommodation arrangements for the Head of Planning & Studies Department.
Maintain and update filing system for documents, correspondence and presentations for quick reference.
Maintain documents and records as required under ISO 9001:2000 on behalf of Head of the Department.
Work on the MAXIMO system to maintain updated network information.
Update the monthly working/salary sheets for all Supply and Contracts Division employees using the MAXIMO system.
Update the daily Invoices and LPOs on the MAXIMO system.
Prepare Enquiries and LPOs for tenders using MAXIMO.
Answer and screen telephone calls.
Receive drafts to prepare letters and/or self correspond in English and Arabic.
Prepare translations from Arabic to English and vice versa as directed.
Coordinate distribution of documents/correspondence to and from Head Manager.
Attend to visitors to the Head Manager.
Organize company meetings both internally and externally, including luncheon where required, as directed by the Head Manager.
Maintain and update contacts list.
Maintain leave and absence records for the Supply and Contracts Division employees.
Work on the MAXIMO system to maintain updated network information.
Update the catalogs information online using the MAXIMO system, which connects between the Head Quarter and the Gas sites all over the United Arab Emirates Country.
Prepare monthly reports using MAXIMO system for the inventory information in the division.
Prepare annual reports using MAXIMO system for the inventory information in the division.
Prepare monthly reports using MMS-9000 system for the inventory information in the division.
Prepare annual reports using MMS-9000 system for the inventory information in the division.
Taught the subject of Core Mathematics for Diploma students during diploma.
