Assistant Manager

Sima Khosraviani

Executive Administrative Assistant

Dedicated and highly organized professional, skilled at providing beneficial support to managers and performing office related tasks with strong attention to detail, and ability to multitask.

Email : ****.**@*****.*** Mobile : +974-********

WORK EXPERIENCE

Sr. Personal Assistant 4/2011 – 6/2020

Qatar Petroleum, Doha, Qatar

Provided comprehensive administrative and personal support to Department Manager.

(2011 – 2015: Secretary to Manager of Offshore Platform & 2015 – 2020: Secretary to Manager, Engineering Services) o Organization of Manager’s calendar, meetings and appointments. o Screening incoming calls and correspondence and responding independently when possible. o Assisted in the compilation / preparation of scheduled reports, as well as proof reading of memos, procedures and minutes of meetings.

o Maintained electronic records of outgoing and incoming correspondences and ensured information are organized and easily accessible. Responsible for confidential and time sensitive material. o Track and follow-up of action items through correspondence with concerned sections/staff. o Responsible for workflow of documents for Management approval & signature. o Processed department time sheets for all staff and prepared man-hours report. o Liaised with HR department on personnel issue to handle queries & applications from senior management. o Supported assistant managers and all staff through a variety of tasks related to organization and communication. o Prepared and maintained department leave plan.

o Coordinated training courses as focal point through SAP system. Arranged safety training for contractors. o Monitored the stationary supplies / consumption in the department. o Focal point for raising request for various facilities maintenance and repair services. o Arranged gate passes for staff & contractors. Coordinated chopper bookings for offshore staff & visitors. o Maintained appointment calendar for conference rooms. o Handled maintenance requests, materials call-off order, purchase requisition, etc. through SAP. o Assisted in the training and development of other administrative staff. Admin Assistant 10/2007 – 3/2011

Qatar Petroleum, Doha, Qatar

Undertook a variety of roles and performed and coordinated number of administrative functions in Gas Production Department.

(2009 – 2011: Engineering Division and 2007 – 2009: Personnel Administration Division) o Formatting, compiling & uploading of tender documents in coordination with Contracts & Procurement Dept. o Handled materials call-off order, purchase requisition, etc. o Assisted engineers/job officers in preparation of variety of correspondence, certificates, notices, reports, invoices, statements, etc. in coordination with Contracts & Procurement department. o Collecting, scanning, uploading and registering technical documents, reports and drawings records. o Managed the flow of documentation within the organization. Ensured all templates used with the department conform to the company standard.

o Carried out disposal of expired contracts and closed-out documents following set procedure in coordination with Contracts & Procurement department.

o Collecting inputs from engineers for preparation/compilation of various department reports. o Retrieved files and records as requested by employees. Distributed project-related copies to internal teams. o Formatted department procedures, carried out necessary amendments according to the updates. o Processing timesheets, preparing man-hours and overtime reports, standby roster and annual leave plan. o Maintained Employee Personnel files. Recording and e-filing of correspondences. o Coordinated training courses as focal point through SAP system. Arranged safety training for contractors. o Preparation and submission of all personnel related requests & applications. General Clerk / Receptionist 6/2001 – 9/2007

Qatar Petroleum, Doha, Qatar

Performed clerical tasks and provided reception service in the Healthcare Department. o Registering patients, updating patient database, facilitating patient flow by keeping track of delays & arrivals. o Screening telephone calls and dealing with face to face enquiries and scheduling appointments. o Retrieve and refile manual patient records. Providing admin support to the doctors. o Handling cash & recording all transactions.

Admin Assistant 3/1998 – 6/2000

Sterlite Industries, Mumbai, India

Delivered administrative and clerical support for the entire Project Team. o Responsible for control/track/issue of complete project documentation. Preparing and managing transmittals. o Creating spreadsheets, managing databases and preparing presentation and reports. o Collecting inputs from engineers for preparation/compilation of various department reports. o Coordinating office services such as purchasing office supplies, maintaining office equipment, coordinating catering for client meetings and staff events.

o Arranging complex and detailed travel plans and itineraries, compiling documents for travel-related meetings. o Covering the reception desk when required, screening calls on a 20 line switchboard. Office Secretary 9/1996 – 10/1997

Sunir Co., Tehran, Iran

Handled a variety of administrative duties in the Personnel Administration Department. o Organizing & maintaining personnel files database. o Assisting recruiters in processing received resumes. o Helping with new employee orientation, on-boarding, and training programs. o Handling petty cash. Managing office supplies and stationery. o Processing of leave applications, timesheets, duty travel, expense claims, etc. Office Secretary 11/1992 – 11/1994

Abhar Wire & Cable Co., Tehran, Iran

Provided secretarial support for the Foreign Purchasing Department. o Typing & filing. Assisting in data entry.

o Managing petty cash. Handling mail and faxes.

General Office Secretary 7/1991 – 9/1992

Perse International Forwarding Co., Tehran, Iran

Performed basic administrative and routine clerical tasks in the Sales & Marketing Department. o Typing telex off-line messages and transmitting through Telex machines. o Performing filing & binding & photocopying.

SKILLS

Proficient in Microsoft Office

Familiar with SAP, ECM, EDMS & ASSAI

Languages known: English, Farsi, Hindi & Urdu

EDUCATION

Bachelors of Arts, University of Poona (Pune), India – 1991 Executive Secretary Diploma Course, Davars College, Mumbai, India – 1991

Contact this candidate