Personal &
Professional Profile
Highly motivated, multi-lingual Sr. Secretary, Office Manager and Translator with skills in numerous office management aspects, with over 15 years of international companies experience in office management. Hands-on experience in managing office, secretariat and translation. Sensitive to the dynamics of cross-cultural workspaces, coordinated tasks with the technical staff, moving on to finding out how to get ahead, and then discover how to deal with the situation.
Work History:
Sr. Executive Secretary in Jeddah Stormwater Drainage Program (JSDP)
Since March 2013 to 30 June 2015 with SNC-Lavalin (Project Consultant/Sponsor)
Since 1 July to present with Aecom Arabia (Project Consultant & Sponsor)
Client Saudi Aramco
Responsibilities:
-Arrange and schedule meetings and coordinate with the attendees as well.
-Identify and obtain required materials for meetings from files and other resources, gather and compile data required for reports.
-Format, generate and prepare reports for the General Manager for use in meetings. Taking rough notes that accurately reflect the decisions and discussion that took place during the meeting.
-Writing up these notes in an agreed format (whether electronically or in hard copy) so that information can be easily perceived and communications are clear, thus avoiding any confusion.
-Managing, recording and distributing meeting minutes.
-Call and arrange for appointment interview of the management.
-Working as Group Leader and Supervisor for the Gov. Correspondences Team.
-Responsible of all the incoming and outgoing correspondences in Arabic of all the governmental authorities, agencies, consultants, contractors…etc.
-Format, generate and prepare independently draft letters for the General Manager Signature or review.
-Follow-up transactions with other related sections of the Center by responding, follow-through for the work completion.
-Preparing the Arabic monthly & weekly progress reports.
-Liaising internally across the departments, in particular with project secretaries, Project Managers, Construction Managers.
-Assisting Project Management Team
Executive Secretary Since March 2010 with Hill International Company- Middle East (Jabal Omar Development Project Makkah-JODP)
-Coordinating the activities related to document control procedure, including technical documents, drawings, and commercial correspondence.
-Input document data into the standard registers ensuring all the information is accurate and up to date.
-Ensure that the documents and drawings are under safe custody without any damage or deterioration with easy traceability.
-Maintain the files and control logs as required by the project.
-Schedule and invite attendees to the meetings, workshop and conference calls through the Outlook Calendar.
-Coordinate meeting event services such as rooms, transportation and other services such as coffee, tea, etc.
-Monitor meeting activities to ensure the management and visitors-attendees are satisfied
-Updating the calendar on daily basis.
-Handle and send day-to- day correspondences such as letters, transmittals, meeting records, reports, and properly recording and tracking data in Primavera Contract Management.
-Carry out various functions as per project document management system, receipt, transmit, maintenance and distribution,
-Communicate with the Client, Contractors and Consultants as per the Director request.
-Manage administrative sick leave requests and generate them at the end of the month for the Company’s IPC documentation;
-Arranging Business Trips: flights & hotels booking for the Staff in addition to the documents approval from the Director.
Office Manager Since Oct 2000 with Sofinfra, Int’l French Construction Project Management Co. in King Faisal Naval Base Projects – Jeddah,
-Organize and manage the day-to-day running of the manager's affairs to ensure the provision of high-quality support.
-Manage, prioritize, screen and monitor the manager’s correspondence, including calls, emails, post, and fax to ensure they are dealt with appropriately.
-Handle more complex responsibilities such as reviewing incoming memos, submissions, and reports in order to determine their significance and to plan for their distribution.
-Meet and greet business visitors as appropriate.
-Manage all travel arrangements as required.
Business & Personal Skills
-Primavera
-Microsoft Office Applications (Word, Excel, PowerPoint, Outlook, Visio)
-Good knowledge of computer applications, Microsoft word, Excel, PowerPoint and Outlook
-Typing skills in English and Arabic: over 40 wpm.
-Stress management and time management skills.
-Proficient verbal and written communication skills
-Working with professionalism and with responsibility.
-Initiative and adaptability.