Administrative Assistant Be A

AKHTAR MAHMOOD

House No. **/*-D, Street No. **, F-6/1, Islamabad

Tel: +92-51-924**** Mobile +92-333*******, Email: *********@*****.***

CAREER OBJECTIVE:

To be a contributive factor in achieving organizational goals and objectives in order to secure a challenging position with a well reputed organization, offering good prospects in the field of mass communication and meeting international benchmarks with result oriented approach.

CORE COMPETENCIES:

Committed, Motivated, Sincere, Punctual, Team Player, Patriot

EDUCATIONAL BACKGROUND:

Field of Study : M. Sc, Mass Communication

Institute/University : Allama Iqbal Open University, Islamabad, Pakistan

M.Sc

Field of Study : Bachelor’s Arts

Institute/University : Allama Iqbal Open University, Islamabad, Pakistan

B.A

Field of Study : Humanities Group

Institute/University : Zamindara Degree College, Gujrat (Gujranwala Board)

F.A

Field of Study : Science Group

Institute/University :Gov. Comprehensive High School, Gujrat (Gujranwala Board)

Matric

EMPLOYMENT HISTORY:

Serving National Productivity Organization, liaison office of Asian Productivity Organization in Pakistan, Ministry of Industries & Production, Government of Pakistan. Asian Productivity Organization regional organization have 21 members countries.

Position Title: Assistant Manager at National Productivity Organization (NPO)

Position Level : Executive

Specialization : Secretarial Management / Administration Management

Duration : May 2022 to date

Handling of Secretariat Job: -

Media management, Stakeholder Consultation, Event Outreach.

Developing innovative approaches for social outreach and enhance Social Capability of Organization.

Educate, inform and entertain new activities in press.

Managing media activities for sustainable national productivity (SNP) project.

Coordinating international program of learning and development.

Chief Secretariat Coordination, Planning, Consultations and Media related support.

Administrative support for the CEO Secretariat including monitoring & evaluation.

Maintain information management system.

Assisting in arranging conference and events.

Secretariat support in outreaching innovation, productivity, green productivity, sustainable development to the field team.

Act as confidential administrative assistant in the Executive Department, managing the CEO’s calendars & schedules, screening callers and arranging appointments, meetings, as directed.

Booking & Lodging for CEO-NPO across the country and International as required. Arranging of air tickets for CEO as required.

Screen mails and telephone calls for Chief Executive Officer, determine which requires immediate attention and prioritize them for action.

Respond to public inquiries and deals with visitor.

Performs routine duties independently, setting priorities and scheduling work as per established and general policies & procedures requiring regular interpretation.

Design, establish & maintain a management information system, including physical & electronic files, for the department.

Maintain Record: -

Maintain Master file of all records of approval & letters of correspondence by CEO, office as well as of other Departments.

Pass on the required information to concerned employees as directed

Maintain daily meeting records & Schedule meetings outside Islamabad as assigned by the authority.

Maintain incoming & outgoing mail register.

Maintaining staff record of concerned employees of CEO, Office.

Media: -

Coordinate focused PR tasks and events with varied departments as guided by supervisors.

Supervise media to report coverage impacting company, its programs as well as partners.

Develop, maintain and manage relations with external audiences, media as well as non-media to convey required message.

Administrative arrangements for journalists

Liaison with local news agencies.

Issue press release on behalf of National Productivity Organization.

Develop, update and maintain all press kits as well as media materials as needed.

Perform as key contact for media as well as non-media inquiries same for different staff as required.

Log all archive media interviews, press clips and media outreach.

Arrangements of Press Briefing or Press Conference. Coordinate with Journalists in various training courses, seminars, workshops, conventions and NPO’s activities.

Scrutinize and vet press releases as per print media and Electric Media SoPs.

Position Title: Management Associate / Media Coordinator at National Productivity Organization (NPO)

Position Level : Executive

Specialization : Secretarial Management / Administration Management

Duration : November 2018 to date May 2022

JOB DESCRIPTION:

Tasks as Media Coordinator being performed are:

Develop, maintain and manage relations with external audiences, media as well as non-media to convey required message.

Coordinate focused PR tasks and events with varied departments as guided by supervisors.

Supervise media to report coverage impacting company, its programs as well as partners.

Coordinate suitably with production and distribution of material with various departments.

Develop, update and maintain all media lists.

To invite Journalists in various training courses, seminars, workshops, conventions and activities associated with National Productivity Organization (NPO-Pakistan).

Develop, update and maintain all press kits as well as media materials as needed.

Perform as key contact for media as well as non-media inquiries same for different staff as required.

Log all archive media interviews, press clips and media outreach.

Arrangements of Press Briefing or Press Conference.

Liaison with local news agencies.

Issue press release on behalf of National Productivity Organization.

Coordinate with Journalists in various training courses, seminars, workshops, conventions and NPO’s activities.

Scrutinize and vet press releases as per print media and Electric Media SoPs.

Administrative arrangements for journalists.

Coordination Asian Productivity Organization (APO) delegations at national level

Administrative arrangements for the foreign delegates.

Provide support and assistance to the departments involved in the managing various national and international events/programs, seminars, workshops and Conference

Any other duty assigned by the CEO.

Position Title: Executive Secretary to CEO at National Productivity Organization (NPO)

Position Level : Executive

Specialization : Secretarial Management

Duration : June 2005 – November 2018

JOB DESCRIPTION:

As “Executive Secretary to CEO,” some of the tasks performed are:

Act as confidential administrative assistant in the executive department, managing the CEO’s calendars & schedules, screening callers and arranging appointments, meetings and conferences, as directed.

Performs routine duties independently, setting priorities and scheduling work as per established and general policies & procedures requiring regular interpretation.

Responsible for sound judgment, thoroughness and monitoring of activities, where failure could have serious impact on operations, public relations and efficient use of resources.

Design, establish & maintain a management information system, including physical & electronic files, for the department and prepare reports as directed.

Act as office manager and coordinator.

Respond to public inquiries and deals with visitors.

Deals with public in a courteous manner and with sensitivity to the diversity of a multi-cultural audience.

Play role to resolve complaints within the scope of information and authority and refer to others, as appropriate.

Operate office equipment including copiers, fax machines and computers; input and retrieve data and text.

Perform duties of similar complexity in any department, as assigned.

Establish and maintain an integrated filing system.

Manage Chief Executive’s agenda electronically; organize meetings and schedule appointments, including making preparation for meetings and reports.

Screen mails and telephone calls for Chief Executive Officer, determine which requires immediate attention and prioritize them for action; respond to correspondence not requiring the Chief Executive Officer attention.

Assess the urgency and importance of situations and take appropriate action.

Other duties as assigned by the Chief Executive Officer/ Management.

Position Title : Media Coordinator at National Productivity Organization (NPO)

Position Level : Executive

Specialization : Secretarial Management / Administration Management

Duration : Aug 2001 - 2010

JOB DESCRIPTION:

As “Media Coordinator” some of tasks performed were:

To develop work description:

Liaison with local news agencies.

To issue press release to news agencies on behalf of National Productivity Organization.

To invite Journalists in various training courses, seminars, workshops, conventions and activities associated with National Productivity Organization (NPO-Pakistan)

To scrutinize and vet press releases according in compliance to print media requirements.

To make all the administrative arrangements for journalists like hotel booking, logistic support etc.

To coordinate tours at National level on-behalf of National Productivity Organization (NPO-Pakistan) especially for the Asian Productivity Organization (APO) projects delegates.

To control and manage the administrative arrangements for the foreign delegates.

To provide support & assistance to the departments involved in the managing various national and international events/programs.

Any other duty assigned by the CEO.

Position Title: Senior Assistant Administration at National Productivity Organization (NPO)

Position Level : Non-Executive

Specialization : Secretarial Management / Administration Management

Duration : Aug 2001 – June 2005

JOB DESCRIPTION:

As “Senior Assistant Administration,” some of the tasks performed were:

Preparing all reports and correspondence related to administration.

Ensuring proper filing system.

Coordinate with print and electronic media for the coverage of the national and international events conducted by the office.

Plan and control requirements of stationery and related items quarterly. Tendering, Purchasing, clearance of items for the office.

Assisting Finance Unit in liaising with vendors of equipment.

Ensuring office maintenance and liaises with property owner.

Organizing both national & international boarding & lodging for the staff.

Making protocol arrangements for officials as necessary.

Assisting with all administration and logistical arrangements for meetings, workshops and conferences, etc.

Operating fax machine, photocopier, and multimedia projector.

Supervising the work of Drivers / Office Messenger and Office Cleaners.

Dispatching of official mail and noting of diary.

Maintaining the inventory of vehicles and office equipment and preparing related reports.

Arranging for registration, Insurance, and repair of vehicles and office equipment.

INTERNSHIP WITH PAKISTAN TELEVISION CORPORATION:

Internship in News Production and Current Affairs Shows in PTV News Studios & Current Affairs Studios for two months.

PARTICIPATED IN THE INTERNATIONAL TRAINING COURSES & CONFERENCES:

E-Learning Training on “Innovation Management in SMEs” from October, 15 to 18, 2018 organized in collaboration with APO-Japan, at PEC, Islamabad

International Conference on “Public Sector Productivity” on 9 -10 August 2016 Putrajaya Ballroom, Putrajaya Marriott Hotel, Malaysia

Training Course on “Food Safety and Quality Standards for Market Access” on 12 – 17 January 2015 at Islamabad, Pakistan

3rd APO World Conference on Green Productivity, Green Productivity for Green, Inclusive Development: A Commitment Today for a Greener Tomorrow in 4 – 6 November 2014 Taipei, Republic of China .

Training Course on “Knowledge Management and Innovation in Public Sector Organizations” from 2 – 6 December 2013, at Colombo, Sri Lanka

Management Development Training on “NPO Services, Administration Matters and Secretarial Services” under Bilateral Corporation Between NPOs: (BCBN) Strengthening of NPOs Services from 13 – 16 August 2007, Malaysia Productivity Council (MPC), Petaling Jaya, Malaysia.

PARTICIPATION IN THE NATIONAL TRAINING COURSES:

Training Course on “Stress Management” from 25th May 2014 at National Productivity Organization, Islamabad, Organized by NUST Business School.

Training Course on “Importance & Application of Benchmarking” Training & Consulting Group, National Productivity Organization, From May 6-June 14, 2006 at NPO Secretariat, Islamabad.

Workshop on “Your Secretary A Crucial Asset” at Pearl Continental Hotel, Lahore on January 19, 2006. Organized by OCTARA, Workshop Leader, Rose-Marie Fernandez, and CHRP Canada.

Training Course on Importance of Quality & Productivity in the Public Sector at Library Room, Ministry of Industries & Production, Islamabad on July 13, 2004.

Training Course on Role of NPO at The National Productivity Organization, Islamabad on March 13, 2004.

Training course on Enhancing Human Productivity & Management Skills at The Punjab College of Business Administration on July 31, 2003.

Training Course on Effective Management Skills at The National Productivity Organization on July 30, 2002.

Training Course on Productivity Tool 5S & Kaizen Management at The Pakistan Science Foundation on July 22, 2003.

Training Course on Quality & Productivity in the Industrial Sector at The Gujrat Chamber of Commerce & Industry on February 26, 2003.

Training Course on Enhancing Human Productivity & Management Skills at The Pakistan Science Foundation on April 17, 2003.

COMPUTER CERTIFICATE TRAINING COURSES:

Certificate Course on “Office Automation with MS Office” from Pakistan Manpower Institute, Ministry of Education, Trainings and Standards in Higher Education, Islamabad

Certificate Course on Desktop Publishing Course in Computer Sciences from The House of Knowledge, Islamabad from April 2001 to June 2001.

Certificate Course on Office Automation from The National School of Advanced Technologies, Islamabad from 03 June 2002 to 08 July 2002.

PROFESSIONAL SKILLS

Good communication and analytical skills

Team Building

Punctuality, Efficiency and effectiveness of work done

Strong computer skills in a window based environment including MS Office (Word, PowerPoint, Excel), Corel Draw, Web Browsing & MS Outlook

LINGUISTIC SKILLS

English, Urdu & Punjabi

ADDITIONAL ACHIEVEMENTS

An active member of the Organizing Committee of the following International and national events:

INTERNATIONAL ASIAN PRODUCTIVITY ORGANIZATION PROGRAMS

(Attended by delegates from 21 Asian countries)

Seminar on “Knowledge-based business corporations” at Lahore, Pakistan.

Seminar on “Enhancement of Productivity of Civil Society Organizations” from 17 – 21 May 2004 at Islamabad, Pakistan.

Symposium on “Supply Chain Management (SCM) for SMEs” from 5 – 8 October, 2004 at Islamabad.

Symposium on “Strategic Alliances in SMEs through Technology Fusion” from 30 Nov – 03 December 2004 at Lahore, Pakistan.

Training Course on “Assessors of Quality Awards” from 18 – 22 April 2005, at Lahore.

Seminar on “Dairy Sector Development for the Poverty Reduction” from 22 – 27 November 2004 at Faisalabad, Pakistan.

Seminar on “Water Resources Management for Sustainable agricultural productivity” at Lahore, Pakistan.

Symposium on “Productivity Measurement in the Government Sector” from 13 – 17 December 2004 at Lahore Pakistan.

Seminar on “Improvement of Agricultural Marketing Systems for Enhancing International Competitiveness” from 7 – 12 February 2005, at Islamabad.

Seminar on “The Development of Sustainable Commercial Floriculture” from 7 – 12 March 2005, at Islamabad

NATIONAL EVENTS

First National Productivity Conference 2002 (attended by 300 delegates)

First Productivity Walk 2002, Islamabad (attended by 500 participated)

First and Second National Handloom Weavers Forum (attended by 70 weavers)

Convention (technical Sessions) & Mela.

Development and inauguration of Model Productivity Village – Kuri.

Workshop to discuss the findings of the Research Study on “Why are Pakistan’s SMEs Bank-Shy” from September 15, 2005 at Islamabad

International Conference on Productivity for National Competitiveness at PCSIR Auditorium, Lahore (25-26 November 2005)

First National Industrial Productivity Centre at Faisalabad (attended by 300 delegates) from February 18, 2006.

COORDINATED FOR SETTING UP OF COMPUTER LABS AT:

Lahore Circle Office, Department of Explosives, Government of Pakistan.

Government Degree College, Meher, Dadu, Sind.

Government of Girls Secondary School, Meher, Dadu, Sind.

Government of Boys Secondary School, Shah Jevena, Jhang, Punjab.

National Productivity Organization Computer Training Centre, Ghotki, Sind.

PERSONAL INFORMATION:

Date of Birth : January 05, 1978

Nationality : Pakistan

Gender : Male

Marital Status : Married

NIC No. : 61101-1904385-1

Father's name : Mr. Ghulam Hyader

Hobbies: Cricket, Hockey, Research Internet, Reading books.

REFERENCES:

Mr. Muhammad Alamgir Chaudhry

Relationship : Boss

Position : Chief Executive Officer, National Productivity Organization (NPO)

Mob : 033*-*******, ***@***.***.**

Syed. Saquib Mohyuddin

Relationship : Ex-Boss

Position : Chief Executive Officer, National Productivity Organization (NPO)

Mob : 030*-*******, Email: ***************@*****.***

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