Office Manager
Resume:
LUBNA MAHMOUD
E-Mail : *******@*****.***
Dedicated and dependable Administrative Officer with twenty years of experience.A confident and personable professional who excels at prioritizing completing multiple tasks simultaneously and following through to achieve project goals. Seeking a role of increased responsibility and authority.
First Language: Arabic
Second Language: Excellent written and spoken English
Experience:
MAY 2004 – JUNE 2020
CHIEF ADMIN EXECUTIVE ; DOCUMENT CONTROLER - EXECUTIVE VP OFFICE
Qatar Petroleum
Office Organization:
•Organize and manage the day to day running of the Executive Vice President’s (EVP) commitments and participations as Chairman/member of the Boards /Committees of various subsidiaries, joint ventures companies.
•Provide efficient Secretarial & Admin Support functions for the office of EVP which includes attending calls, receiving and screening visitors both internal and external from various IOCs, JVs, etc, typing memos and letters, distributing incoming and outgoing emails.
•Serves as vital office link between EVP and other directors to ensure smooth running of the office.
•Prepared extensive international travel arrangements including immigration liaison.
Coordination & Time Management:
•Coordinate & maintained EVP's calendar - planning/scheduling meetings, conferences, teleconferences with multiple senior executives.
•Arranged multi-site meetings and set-up video conferencing and ensure all relevant information is available for the meetings.
•Coordinated routine actions with Department Managers as directed.
Office Management:
•Follow-up on all subjects passed to various sections for action and periodically update the EVP.
•Complying with the Corporate HSE Standards by performing monthly HSE inspections of the department and reporting any HSE incident.
•Liaising with other departments and divisions of the organization to ensure smooth running of the office.
•Divided tasks into assignments, delegate responsibilities to other team members, and ensure that assignments are finished on time.
•Preparation of staff travel records, time sheet, annual leave and overtime and responsible for time entry (regular, vacation, sick) into SAP.
•Negotiated favorable terms and pricing agreements with hotels and other providers for off- site business meetings. Coordinated meeting room set-up, menu selection, group dinners.
•Maintaining office pantry /stationery for the department through SAP.
•Preparation of expense reports including entering into SAP, maintaining receipts, and implemented ways to cut spending on office supplies, saving the department hundreds of dollars each year .
•Created charts and produced slides for presentations using Power Point.
•Recorded the minutes of weekly meetings and shared the minutes with Attendees members.
Document Controlling / Electronic Content Management (ECM):
•Implementing and sorting and registering the documents into ECM software to manage filling soft copies in systemic order.
•Maintained, monitored and updated the comprehensive filling and the archiving system by sending old files on regular basis to be archived in Company's stores.
JUNE 2001 – MAY 2004
SECRETARY TO MATERIAL AMP MANGER AND MANAGER- AIRCRAFT MAINTENANCE
Qatar Airways
•Typing of all correspondence including confidential matters from the Supplies Materials
•Manage faxes, memos, disciplinary letters and minutes of meetings.
•Receiving all telephone calls in an efficient and confidential manner.
•Ensuring the Department Manuals are updated with new versions when issued.
•Maintaining diary for the Manager and scheduling all his meetings.
•Making travel arrangements, arranging visa’s and associated secretarial duties
•Liaising with other departments and divisions of the organization to ensure smooth
running of the office
•Controlling and maintaining the filing system
•Preparation of staff travel records, time sheets and overtime assessment on a
monthly basis
•Maintaining office/pantry stationary for both departments.
•Distribution of internal/external mail including SITA messages to staff and other
departments.
•Working on TRAX module to identify status of Purchase Orders
Education:
1999
BACHELOR OF SCIENCE, Qatar University
GPA 2.9
•Administrative writing
•Reporting
•Supply Management
•Verbal Communication
•Meeting & Event Planning
•Spreadsheets & Data Entry
•Executive & Administrative Support
•Microsoft Office
•Professionalism, Confidentiality and Organization
•Travel Logistics
•Typing
•Bookkeeping, A/R & A/P
Strengths:
•Technically skilled administrative support professional valued for multitasking strengths, organizational abilities and diplomatic handling of confidential subjects.
•Advanced command of MS Office along with strong business and financial management skills. Leverage technology to elevate efficiencies, boost productivity, save costs and improve processes.
•Loyal and resourceful professional known for commitment to exceeding employer expectations.
•Repeatedly praised for keeping executive offices running smoothly. Handled broad responsibilities; fielded an array of requests from internal/external customers; and thrived within busy environment requiring the ability to prioritize and manage concurrent projects.
•Entrusted to manage high-priority projects, including office downsizings, relocations throughout the Midwest and launch of applicant tracking system that accelerated job-fill times by 25%.
•Served as point-person and facilitator for valuation and year-end audits; and supported accounting manager in daily, monthly, quarterly and annual reporting.
•Provided back-up for other administrative assistants.
•Confidential and sensitive information is handled very carefully
Contact this candidate