Zainudheen Machinchery

Overseen the smooth and efficient running of Chairman’s office & his daily schedule.

Performed highly confidential secretarial and administrative duties.

Carried out routine correspondence in both English & Arabic and submit completed ones for signatures.
Ensured high-level communication with the Board of Directors, shareholders.

Responded to Board members’ and shareholders’ queries in a timely and professional manner

Managed and maintained the Chairman’s calendar, scheduled appointments and updated his professional and personal contact lists, this includes sending out reminders and other important task on a day to day basis.

Arranged and coordinated meetings and conferences; both internal and external including: Board meetings, Executive Leadership Team and corporate social events.

Managed all inward and outward correspondences of the Chairman’s Office in order to ensure timely and accurate receipt and dispatch of the same.
Read and analyzed incoming memos, submissions, and reports to determine their significance and plan their distribution.

Prepared & distributed high-level greeting letters in Arabic to H.H. the Emir of Qatar, H.H. the Father Emir, Diwan Emiri, Ministries, Embassies and all other govt. entities of Qatar on the occasions of Ramadan, Eid Al-Fithr, Eid Al-Adha, Islamic new year, etc.

Followed-up with different departments, companies, govt. authorities, persons on any pending documents as requested by the Chairman including status thereof.

Ensured proper maintenance of the meeting rooms, equipment, including PCs, projectors, etc.

Communicated information with internal colleagues and external clients / vendors when required and transferred correct information, inquiries, complaints or messages to Senior Management.

Handled the business email of the Chairman and acted as a gatekeeper including screening telephone calls and responding to emails on behalf of the Chairman.

Handled all travel arrangements of the Chairman and his VIP guests; including visa, ticket, hotel bookings, VIP launch at the Airport and car rental.
Managed inventory of office supplies - business cards, envelopes, letterheads and stationery. Ensured supplies are reviewed regularly and adequately stocked in the store to meet the requirements.

Established and maintained hard copy and electronic filing system in a systematic, effective manner and ensured all files are labeled and documents are filed on a daily basis.

Safe keeping of personal files of the Chairman individually as well as for the family members.
Greeted & received VIP guests & high level delegations independently in the Chairman’s office and ensure they are dealt with courteously.

Trained, supervised & motivated office support staff.
Operated office equipment; such as Fax, Photocopier and Scanner.

Supported the educational advisers in processing enquiries and course applications.

Maintained and updated student files, ensuring that all necessary documents are collected, chasing outstanding documents; updated company records with the payment information and prepare documents for enrollment process.

Supported the team in submitting applications and other documents to the educational institution; liaised with the educational institutions regarding the status of submitted applications and updating the company records accordingly; forwarded this information to agents (students - when necessary) on a weekly basis.

Maintained records of the institutions and courses available and kept the team updated.

Assisted in design and development of company promotional materials, adverts, various online tools.
Personally responsible for IT maintenance in the office, dealing with all IT matters.

Answered telephone and transferred to the appropriate staff member.

Meet and greet clients and visitors.

Maintained hard copy and electronic filing system.
Performed general clerical duties including photocopying, faxing, mailing and filing.

Ensured permanent compliance with the health and safety regulations in the work place.

Provided day-to-day administrative and secretarial support to the PRO and management team in order that they can effectively carry out their duties.

Prepared Electronic Visa application forms of Immigration & Labour Dept. through www.uaesmartforms.com, www.eform.ae and www.ednrd.ae websites.

Type and proofread of confidential documents, letters, service agreement, etc.

Prepared memos and various letters in both English & Arabic as directed by the management.

Formatted & set-up manual forms (Arabic & English) into digital format using varieties of applications as per the requirements of client.

Answered telephone and transferred to the appropriate team member.

Received and relayed telephone messages.

Co-ordinated with the I.T. service providers for regular maintenance.

Submitted monthly applications status report to the MD.

Maintained hard copy and electronic filing system.

Greeted and received visitors and guests in the office.

Researched internet and retrieved business related information for the MD.

Performed any additional tasks usually assigned by the MD.