Administrative Assistant
Resume:
DESIRÉE PINSENT- HIWALE
E: **************@*****.***
A: Doha, QATAR
PROFESSIONAL SUMMARY
With 25+ years of total experience in areas of Administration, Customer Service, Coordination, Operations & Advertising. 12+ years of ongoing administrative experience working with senior executive management team members in office management and a diverse workforce, requiring excellent communication skills and the ability to learn and master new concepts. Strong planner and problem solver who readily adapts to change, works independently or with a team. Exceeds expectations with focus and attention to detail. Understands and uses technology to streamline processes, for calendar management, meeting management and minutes, expense processing and tracking, inventory management, making travel arrangements, tracking and filing documents. Able to juggle multiple priorities and meet tight deadlines without compromising quality. Efficient and dependable with a "can do" attitude in resolving/escalating and follow up of tasks through the workflow from initiation to completion.
WORK HISTORY
Sidra Medicine - Executive Assistant
Doha, QATAR • 04/2008 - Current
Recipient of CEO Service Excellence Recognition Award - September 2019.
Currently, manage and provide comprehensive administrative support to the Executive Chair of Clinical Services (Anesthesiology, Allied Health, Pharmacy, Radiology, and Pathology & Psychiatry), Chair of Pathology and department of Pathology staff (193 FTE).
Manage administrative functions, including complex calendar management with a focus on proper allocation and planning of executive availability using MS OUTLOOK.
Organize and update schedules for 3 Division Chiefs and the Director of Pathology.
Produce accurate office files, updated spreadsheets and drafted presentations to support executives and boost team efficiency using MS WORD, EXCEL & POWERPOINT
Transcribe minutes of departmental meetings. Distribute and upload to QPulse document management system.
Increased efficiency and accountability by implementing Outgoing Document Log within the department of Pathology.
Managed and organized hard copy and digitized records for easy updating and retrieval by authorized team members using MS ACCESS.
SKILLS
Organizational skills
MS Office
Excellent verbal and written communication
Customer service-oriented
Administrative and Executive support specialist
Meticulous attention to detail
Strong problem solver
Inventory Management
Process Mapping
Research
Training & Supervision
Calendar/Time Management
Minute taking
Editing & Formatting
Documentation and reporting
Monitoring & processing expenses
Travel Coordination
Medical terminology knowledge
EDUCATION
Post Graduate Diploma (10 months): Public
Relations
Bharatiya Vidya Bhavan
Bangalore, INDIA
Bachelor of Arts: Psychology, English Journalism
Mount Carmel College
Bangalore, INDIA
PROFESSIONAL DEVELOPMENT
Crucial Conversations
Six Sigma Yellow Belt Basics: Sidra Medicine
Cultural Intelligence: Sidra Medicine
Emotional Intelligence: Sidra Medicine
PMP Basics: Sidra Medicine
MEMBERSHIPS
International Association of Administrative
Professionals Member (Since Oct 2019)
Association of Administrative Professionals
Member-at-Large (Since Nov 2019)
WORK HISTORY CONT’D
Conduct research to prepare, gather and proof briefing materials, agendas and decks for all executive-level meetings. Act as point of contact for research and information gathering for budget/management reports for Pathology Division Chiefs.
Process procurement requests through organization systems within the agreed TAT of 3 days from the date of receipt. Train other staff on LAWSON software. Review of invoice approvals through LexMark system.
Work collaboratively with staff across departments during reviews and reporting as well as through the process of onboarding of new staff.
Manage department stationery orders and stock.
Work with senior management to initiate new projects and assist in various processes.
Process travel expenses and reimbursements for the 6- member executive team and senior management group
using in-house software.
Manage form processing for various activities such as recruitment, onboarding, leave, licensing, updating of records, transfers and resignation.
Execute end of year performance management scheduling and submissions for staff in the department.
Sidra timeline:
o Initially worked with Clinical Planning Department as well as in the Project Management Office.
o Subsequently, I worked with the Deputy CMOs Dr
Dennis Geary & Dr Joachim Dudenhausen. Assisted
with collaboration on HMC/Sidra strategic planning. o Worked in Pathology since 2015.
MAXUS (Group M) - Business Manager
Bangalore, Karnataka • 08/2006 - 02/2007
Client management for 2 brands: communicated client brief, budget and expected outcomes to the Branch head.
Planned strategy, directed and monitored advertising spends across television, radio, print and outdoor media platforms with team member experts to ensure campaign ran
successfully as per client agreements.
Built and deepened relationships with internal and external personnel to enhance client retention and growth plans. SET Discovery Pvt. Ltd, Bangalore / Chennai - Assistant Manager
Bangalore/ Chennai, INDIA • 04/2003 - 06/2005
Supervised team of 10 Distributor employees for 4 States in South India and provided feedback on performance.
Achieved Clean Audit rating for South region that I handled. Submitted reports to senior management to aid in business decision-making and planning.
Set and enforced policies focused on increasing team productivity and strengthening operational efficiency.
Generated repeat business through exceptional
customer service and responded to customer concerns with friendly and knowledgeable service.
Managed inventory control processes to restore back stock, control costs and maintain sales floor levels to meet customer needs.
Managed opening and closing procedures and
recommended changes to enhance the efficiency of
daily activities.
Established and optimized schedules to keep coverage and service in line with forecasted demands during festival seasons and live events.
Offered hands-on assistance to customers, assessing needs and maintaining current knowledge of consumer preferences.
Supported staff development and goal attainment by focusing on skill development and job satisfaction. SET Discovery Pvt. Ltd - Sr. Customer Service Executive Bangalore, Karnataka • 11/2001 - 03/2003
Recipient of Best Customer Service Award and
subsequently promoted to Assistant Manager.
Recipient of all-expenses paid incentive to South Africa for customer satisfaction achievements.
SET India Pvt. Ltd - Group Executive
Bangalore, Karnataka • 11/2000 - 11/2001
Optima India Pvt. Ltd - Media Planning Executive
Bangalore, Karnataka • 10/2000 - 11/2000
Standard Chartered Bank - Personal Assistant
Bangalore, Karnataka • 07/1997 - 05/2000
Dattaram Advertising Pvt. Ltd - Media Executive
Bangalore, Karnataka • 01/1996 - 07/1997
ITC Ltd - Confidential Secretary
Bangalore, Karnataka • 09/1994 - 10/1995
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