Administrative Assistant

MALIN TEUBES

Turlock, CA ***** • +1-209-***-**** • *****.******@*****.*** • linkedin.com/in/malin-teubes-b29748127 PROFESSIONAL SUMMARY

Executive Assistant with 25+ years supporting C-suite executives, school principals, and hospital and university directors across corporate, healthcare, and education sectors in the Middle East and South Africa. Trusted with confidential matters, complex international calendars, board-level minute-taking, and high-volume stakeholder communications. Known for sound judgment, discretion, and building efficient administrative systems from the ground up. Recently relocated to California; authorized to work in the U.S. for any employer. KEY SKILLS

C-Suite & Executive Support • Complex Calendar & Travel Management • Board & Committee Minute-Taking • Confidentiality & Discretion • Stakeholder & Vendor Relations • Event & Conference Coordination • Salesforce CRM • Microsoft Office Suite • Records & Database Management • Process Improvement • HR & Onboarding Support PROFESSIONAL EXPERIENCE

Personal AssistantAug 2024 – Nov 2024

Sherborne Qatar School for Girls — Al Ebb, Qatar (British international school)

• Increased administrative compliance 25% by designing and implementing new protocols that reduced processing errors.

• Served as primary point of contact for all internal and external communications — email, phone, and correspondence

— for school leadership.

• Produced documents, presentations, and reports; maintained organized digital and physical filing systems.

• Streamlined daily office operations, including supply management, equipment maintenance, and vendor coordination. Administrative Coordinator (contract)Dec 2023 – May 2024 University of Doha for Science and Technology — Doha, Qatar (public university, 80+ programs)

• Managed calendars, travel, communications, and front-desk operations while serving as first point of contact for internal and external stakeholders.

• Coordinated meetings, conferences, and events end-to-end: agenda preparation, minute-taking, and action-item follow-up.

• Maintained secure, accurate records and databases; prepared correspondence and reports for department leadership. Admissions Coordinator (maternity cover)Jun 2022 – Oct 2022 Compass International School of Doha — Doha, Qatar (Nord Anglia Education school)

• Supported implementation of Salesforce CRM, improving task tracking and on-time completion of admissions requests.

• Guided prospective families through application, enrollment, and onboarding while handling high volumes of phone and email inquiries.

• Scheduled tours, assessments, and admissions events; delivered professional front-desk service and process-improvement feedback.

Executive Assistant to the Executive PrincipalJul 2019 – Apr 2022 Compass International School of Doha — Doha, Qatar

• Provided high-level support as first point of contact for the Executive Principal: complex calendar management, international travel, and all communications.

• Organized and minuted senior leadership meetings and tracked follow-up actions to completion.

• Supported HR processes including recruitment and onboarding; ensured administrative compliance with organizational standards.

• Handled urgent and confidential matters with discretion across a 3-year tenure through COVID-era operations. Executive Assistant to the Director (contract)Feb 2018 – Mar 2019 UCL Qatar — Doha, Qatar (University College London campus, in partnership with Qatar Foundation)

• Managed the Director’s office: complex diary coordination, communications across multiple channels, meetings, and travel logistics.

• Prepared reports, briefing materials, and correspondence; served as liaison to internal teams, external stakeholders, and the public.

• Coordinated official visits and events including full travel and accommodation arrangements. Executive Assistant (contract)Dec 2016 – Dec 2018

Sidra Medicine and Research Center — Doha, Qatar (tertiary women’s and children’s hospital)

• Independently managed daily executive-office operations under strict confidentiality and healthcare compliance policies.

• Coordinated complex diaries and meetings; prepared agendas, minutes, and executive briefing materials.

• Drafted and edited correspondence, reports, and presentations; conducted research to support executive decision-making.

• Arranged travel logistics and hosted VIP visitors; maintained accurate electronic records. Office Manager & Executive AssistantJun 2015 – Nov 2016 Bright Services Training International — Doha, Qatar (UK-accredited health & safety training provider)

• Managed end-to-end administration for training operations: session scheduling, candidate records, and UK-office liaison on certifications and bookings.

• Ensured compliance with awarding-body requirements; tracked training, examination, and certification deadlines. EARLIER CAREER — SOUTH AFRICA

Office Manager & Executive Assistant, Homes Finesse & Projects, Johannesburg2011 – 2014 Project estimates, procurement, client accounts, and full project administration for a renovation firm. Office Manager & Executive Assistant, AutoTrader South Africa, Johannesburg2007 – 2011 Executive support and company-wide travel coordination for South Africa’s largest online automotive marketplace; line-managed administrative staff.

Executive Assistant, Spur Corporation, Johannesburg1995 – 2006 11 years supporting the Managing Director and Operations Managers of a 600+ franchise restaurant group, including financial reporting and national/international meeting coordination. EDUCATION

BBA, Business Administration and Communication — Rosebank College, Johannesburg, South Africa (UK Pitman Qualification), 1993

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