Executive Secretary/Office Manager
Resume:
Page*
Executive Secretary
OBJECTIVE STATEMENT
As an accomplished and vocationally executive and departmental secretary with a strong set of skills and core competencies in this field, and a good record of accomplishments handling routine office work with professionalism and tact, my professional motivation to extend my record of accomplishments and expertise to a professional work environment where there is the possibility for personal and career growth.
I am a dedicated, qualified professional with a B.A degree in Middle Eastern Studies from a well-known university – the American University in Cairo. This socio-economic educational background has enriched my work experience in diversified international organizations; and has helped me develop my skills in documentation, MS Office Suite, and report writing.
Being an expert in professional administrative & secretarial support and with fifteen years of secretarial & office management in various service-providing industries, I possess exceptional communications skills, a positive hardworking attitude & sense of integrity at work. I excel in calendar management, meeting coordination, minutes taking, events/projects facilitation, and bilingual business correspondence; also backed by a portfolio of solid vocational training in professional development institutes in certified executive secretarial support, advanced IT skills and bilingual translation. With my key competencies and personal passion for working with quality coordination and administrative support, I can bring effective executive business support to my work place.
Thank you for taking the time to review my attached resume for additional details regarding my expertise and career achievements. I am confident that my experience and skills set would be a great contribution to my employer. EDUCATION
1. B.A Degree in Middle Eastern Studies, the American University in Cairo-Egypt. 2. Freshman & Sophomore Liberal Arts Studies, Bryn Mawr College, Pennsylvania- U.S.A.
3. G.C.E, O’ levels and A’ levels, the New English School, Kuwait. WORK EXPERIENCE
(1) Executive Secretary to General Manager, Marmum Dairy LLC., Al Ain/ 26 Aug 2019 – 1 June 2020.
1. Facilitated and coordinated all secretarial and administrative functions to ensure the smooth running of the office :
First line of contact for the School General Manager, responding tactfully & professionally to phone callers, emails and visitors to ensure that the appropriate persons address the enquiries & concerns in a timely manner.
Communicated with school staff, departments, and several stakeholders (students’ guardians, board of trustees, ADEK and other Al-Ittihad School branches across the UAE, and external agencies).
Maintained the GM’s business calendar, highlighting upcoming events, meeting requests & appointments.
Screened and discussed the daily-screened mail from ADEK with the GM, for appropriate action.
2. Provided administrative support to the School Vice Principal, including document control, scheduling meeting appointments, drafting & translating bilingual correspondence, following up on finalization and ADEK approval of the annual school calendar.
3. Organized regular board meetings between management and other departments; acted as Board of Directors’ Meeting Secretary, and Coordinators’ Meeting Secretary, by soliciting meeting agendas and taking bilingual minutes of meetings. Rana Hammad
Abu Dhabi – UAE
*********@*****.***
Jordanian
Nationality
WORK EXPERIENCE
Educational, Food &
Beverage, humanitarian,
diplomatic, healthcare and
corporate sectors.
PROFESSIONAL
QUALIFICATIONS
< Secretarial /Admin>
Vocational training &
certification in
Secretarial & Office
Management skills,
at Baghdad Training
Institute, in Sharjah.
HR Administration
Skills & Executive
Secretarial Training,
at Nadia’s Training
Institute, in Sharjah.
Office Management
& business writing
courses, Sight and
Sound Institute, in
Jordan.
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PROFESSIONAL
QUALIFICATIONS
<Computer>
Proficient in Microsoft
Office software
applications (MS
Office Suite: Word,
Excel, Outlook,
Access, and Power
Point).
Received an
International
Computer Driving
License qualification
(I.C.D.L), UNESCO -
Cairo Office licensee.
Windows XP & M.S
Office courses, at
Sharjah Computer &
Language Institute.
Familiar with the Lotus
Notes, Business
Integrated System,
WRAPS Database.
<Language>
Tri-lingual: Fluent in
written and spoken
English (near-native)
as well as Arabic
(native), and very
good conversational
and reading skills in
French.
Top communication
(written and verbal)
and proof reading
skills and reporting-
writing techniques.
Proficient in bilingual
translation (English
Arabic) - trained
at ASBAT Translation
House, in Jordan.
Certified
International
Translator (C.I.T.)
accredited by
Education Career
College, in Canada.
1) Executive Secretary to General Manager, Marmum Dairy LLC (contd..) 4. Provided secretarial support to the Academic Advisor by compiling and filing subject departments’ action plans and weekly reports; coordinated with subject coordinators setting up exam/assessment schedules and in scheduling appointments for job interviews with shortlisted teachers; assisted in organizing professional development
(PD) workshops; maintained a track sheet of the continuous (PD) sessions conducted throughout the year.
5. Delegated by the Principal to assist subject departments, including the HR Office in scheduling appointments for job interviews with shortlisted teachers. 6. Delegated by the Principal to manage the Parent Communication Unit, with the responsibility to develop and maintain productive links between parents and the school (both academic and administrative). Handled student guardians calling or visiting school and any parent-related communications directed to management
(Principal/VP/Academic Advisor), routing them to the appropriate persons when necessary.
(2) Executive Secretary to School Principal, Future International Academy, Al Ain/ Aug 2018 - 31 Jul 2019.
1/ Provided direct assistance to the School Principal (SP) in managing day-to-day administrative work of the whole school, while offering quality reception and hospitality to visitors to management office.
2/ Kept track of key deliverables to help drive timely completion; followed up on outstanding tasks and assigned projects.
3/ Maintained an accurate, up-to-date diary, notifying the (SP) of upcoming events, meeting requests and appointment dates on a weekly and daily basis. 4/ Arranged for periodic meetings, such as the weekly leadership team meetings; also coordinated and attended the board of trustees meetings to generate minutes whenever required.
5/ Document control: maintained a wide variety of complex manual & electronic documents – management & school department files and records. 6/ Drafted bilingual correspondences to parents, Ministry of Education (MoE), ADEK and other stakeholders; also composed and translated inter-office memorandums announced on behalf of the SP to all school departments. 7/ Daily screened official communications from stakeholders and request or complaint letters and official ministry memos addressed to schools and forwarded them to the concerned departments as per the (SP)’s instructions for investigation, feedback then subsequent drafting of timely response letters.
8/ Received and screened phone calls to management from parents and business clients, redirecting them when appropriate.
9/ Acted as school communication officer by producing daily electronic newsletters to announce major school community news/ activities, staff and student attendance rates, management directives and upcoming events.
10/ Assisted the (SP) in planning and coordinating appointments, receptions, workshops, joint class observation schedules, and board meetings with school section principals & the parents' council.
(3) Executive Secretary to General Manager, Al Ittihad National Private School, Al Ain/ Sep 2015 –Aug 2018.
1/ Facilitated and coordinated all secretarial and administrative functions to ensure the smooth running of the office :-
First line of contact for the School General Manager, responding tactfully & professionally to phone callers, emails and visitors to ensure that the appropriate persons address the enquiries & concerns in a timely manner.
Communicated with school staff, departments, and several stakeholders (students’ guardians, governors, ADEK and other Al-Ittihad School branches across the UAE, and external agencies).
Maintained the GM’s diary, highlighting upcoming events, meeting requests & appointments.
Screened and discussed ADEK mail with the GM, for appropriate action. 2/ Provided administrative support to the School Vice Principal, including document control, translating bilingual documents, following up on Inspection documents, finalization ADEK approval of the annual school calendar. 3/ Organized periodic Board of Directors and Leadership meetings; also delegated to act as meetings secretary by soliciting meeting agendas and taking bilingual minutes of meetings.
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COMPETENCIES
AND SKILLS
Well-versed in
corporate processes,
policies &administrative
protocols in diverse
organizational
structures.
Executive secretarial
office management with
good practices in
coordination, calendar
management & follow-
up procedures.
Advanced knowledge of
corporate IT and
database systems,
organizational and
tracking systems.
Meetings + events
coordination. Recording
minutes of meetings.
Preparation & collation
of reports.
Handle office bilingual
communications. Draft,
translate and type
Arabic/English business
correspondence & office
memos in business
relations with staff
members and external
stakeholders
Strong communication
inter- personal skills
with a customer service
orientation.
Ability to work on own
initiative and as a
cooperative team
player, exchanging
knowledge for
professional
development.
Thorough knowledge of
database management,
document control
standards & filing
systems.
(3) Executive Secretary to General Manager, Al Ittihad National Private School… 4/ Provided secretarial support to the Academic Advisor by compiling and filing subject departments’ action plans and weekly reports; coordinated with subject coordinators setting up exam/assessment schedules and in scheduling appointments for job interviews with shortlisted teachers; organizing professional development (PD) workshops and annual (PD) sessions track sheet; and assisted in issuing exam time tables & class observation schedules.
5/ Delegated by the Principal to assist subject departments, including the HR Office in scheduling appointments for job interviews with shortlisted teachers; and to supervise
& evaluate student interns training in different departments. 6/ Managed the Parent Communication Unit, with the responsibility to develop and maintain productive links between parents and the school (both academic and administrative). Handled student guardians calling or visiting school and any parent- related communications directed to management (Principal/VP/Academic Advisor), routing them to the appropriate persons when necessary.
(4) Personal Assistant to Managing Director, Rashid School for Boys, Dubai/ Oct 2005 – Sept 2006.
As Personal Assistant to the Director (MD) of Dubai Educational Establishment (DEE) Office, facilitated business between four educational institutes under DEE management. Responsible for maintaining liaison between department heads, students' parents and MD; screened incoming correspondence and ensured delivery to intended recipients; took dictations to issue proofread communications; scheduled appointments and managed meetings by soliciting agendas and recording minutes; and coordinated travel arrangements & hotel bookings. Also during the Managing Director's absence, I worked as Admin Assistant/Translator for Secondary School Office operations, drafting and typing bilingual correspondence; liaising between Arab clients & English staff during parents' meetings; translating official school letters, inputting student progress reports on media resource system, courier distribution, maintaining a regular stock of office supplies, safekeeping important documents.
(5) Administrative Assistant, International School of Creative Science, Sharjah/Aug 2003 - Jul 2004.
Managed of front office (Reception, Client interfacing); received and transferred phone calls to the right persons, and followed-up with parents about any enquiries or concerns.
Supported back office administrative operations - entered students’ data - grades
&reports on to the ‘School Live’, etc.
Met with prospective students’ parents to explain admission procedures, curriculum regulations and gain their cooperation in matters regarding settling tuition fees, and student academic progress.
(6) Customer Service Executive/Receptionist, Amana Healthcare Hospital, Al-Ain/Mar 2013 - 2015.
*Front desk patient relations officer responsible for ensuring that the facility environment met, projected excellent customer service, cleanliness, and health & safety standards. Handled petty cash for transportation and delivery notes for medical, stationary and food delivery supplies.
*Provided cordial reception of inpatient family guests as well as, and a tracking sheet for usage of keys; scheduled room lodging for patient families’ staying overnight, coordinating with housekeeping for timely cleaning and catering services.
*Operated PBS Switchboard to screen incoming phone calls and transfer them to the appropriate rooms and wards; arranged appointments and follow-up calls. Maintained a contact database for patients, staff, clients & a daily visitor log.
*Provided administrative support to nursing divisions by filing and archiving medical records and maintaining the provision of adequate stock supplies and forms; assisted physicians and staff whenever needed with document control.
*Assisted the Management Unit with written translations of employee official documents or medical reports requested by patient families to submit to government entities; also assisted with special quality control assignments and projects. Page4
COMPETENCIES
AND SKILLS
Dependable, pro-active
result-oriented, hard
worker, adaptable,
quick learner, good
business acumen and
discretion, diplomatic
team player.
REFERENCES
Referees’ contacts:-
Line Manager
Mr. Jeremiah Henchy
General Manager
Marmum Dairy/Elite Agro –
Yas Holding – Dubai - Al Ain
Work phone :
03-7054555
Mobile :
Email:
jeremiah.henchy@marmum
.ae
Line Manager
Ms. Shatha Al Ghazali
Principal
Future International
Academy – Al Ain
Mobile : 050-*******
Email:
*********@*********.***
School Line Manager
Ms. Najat Al Dhaheri
General Manager
Al Ittihad National Private
School - Al Ain / UAE
03-7811164
Mobile : 050-*******
Email: *****@*********.***
(7) Administrative Assistant, United Nations World Food Programme, Jordan/ Sept 2009 – Aug 2010.
Provided secretarial services to the Management Unit, such as drafting, typing and editing official correspondences exchanged by e/mail or fax.
Maintained Country Director’s monthly agenda and weekly itinerary.
Acted as Local Committee Secretary, by compiling and forwarding agenda items; and transcribing and circulating minutes of meetings for final approval and follow up action.
Responsible for mail management, distributing incoming mail and dispatching outgoing mail to area offices and other destinations, updating the pouch-tracking spreadsheet to help monitor delivery status of express courier and reconciling Aramex
& TNT waybills with monthly invoices for Finance Department.
Prepared informal translations of bilingual correspondence, and annual reports for Management, Logistics & Program Units; Provided back-up support on HR issues related to facilitation of residence & visa renewal for staff, and extension of their UN laisser-passer passports, etc., in coordination with WFP-Jordan and UNDP-Iraq office.
(8) Project Assistant, NGO International Catholic Migration Commission, Jordan/ Oct 2007- Dec 2008.
Documented assessments of case studies concerning Iraqi beneficiary population. Supervised/trained volunteers and other social caseworkers in conducting home visits and making assessments. Accompanied donors and social workers occasionally on field visits to vulnerable Iraqi refugee homes. Produced weekly and monthly reports about home visits to the Project Manager. Translated to English their case study reports received from outreach social workers; and processed them onto UNHCR & ICMC database.
(9) Data Entry Executive/ Case Worker, International Organization for Migration, Jordan/June - Sept 2007.
A summer job to carry out the following responsibilities for an asylum-seeking project: Conducted Interviews with asylum seekers candidates referred by the United Nations High Commissioner for Refugees (UNHCR) to the International Organization for Migration (IOM) to enter their case studies onto a database. Also responsible for processing the action of entering the personal data, case histories, and persecution stories of Iraqi refugees who qualify for asylum in the USA.
(10) Human Resources Assistant, US Embassy-Amman, Jordan/Dec 2006 – 2007.
*Drafted and updated HR related documents, such as job descriptions, employee handbook, policies. Assisted in maintaining and updating employee files; monitoring
& maintaining employee hire sheets, training & awards spreadsheets, employees’ leaves, medical and attendance records, keeping track of employees’ attendance / absenteeism.
*Sourced candidates via recruitment agencies and job online advertisements. Screened candidate applications by resume shortlisting, phone interviews to evaluate qualifications, schedule job interviews for short-listed applicants background verification & evaluation of qualification
*Also processed personnel actions (hiring, promotions, resignations, extension of appointment. Issued intent emails and employment offer letters to selected candidates. Conducted orientation program and briefing for new employees. Planned company events on occasions and employee trainee sessions by management approval.
(11) Administrative Assistant, UN Relief & Works Agency for Palestine Refugees, Jordan/ May - July 2005.
A summer job : assisted in office administration: in document control, maintenance of the established filing and database systems, office communications via phone, email and fax; also drafted, typed & translated, documents and issued inter-office memos.
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REFERENCES
Colleague & Supervisor
Ms. Ghazwa Al Mufti
Vice Principal
Al Ittihad National Pvt
School – Abu Dhabi
Mobile : 050-*******
Email:
******@************.***
Direct Supervisor
Mr. Keith Powel
Academic Advisor
Al Ittihad National Private
School- Al Ain / UAE
Mobile : 055-*******
Email:
************@*****.***
(Professional
certifications available
upon request.)
(12) Programme Assistant, NGO Ockenden International, Jordan- Amman July - Sept 2004.
A summer job to assist the Country Representative of a Non-Government Organization project to manage an Iraq humanitarian programme, by acting as bilingual interface between Iraqi and British staff; drafting & translating quarterly reports for transmission to donor/funding agencies; assisting in the facilitation of workshops for Iraqi nationals and making logistical arrangements & hotel accommodation.
(13) Executive Secretary, Société Internationale de Télécommunications Aéronautiques, Dubai/ 2002 – 2003.
Managed routine office and secretarial work; communicated with clients by mail, phone and fax and SITA Text; and monitored office communications system (SITA TEXT) to update G.M on logistical matters.
(14) Front Desk Officer, Mediterranean Establishment for Intl Trade &Tours, Jordan-Amman 2001 – 2002.
Received visitors/clients and responded to phone enquiries; prepared a variety of forms, letters, reports & memoranda, in English and Arabic; and organized and maintained office files and records.
Contact this candidate