Secretary cum Office Administrator
ADNOC Refining
Total years of experience :11 years, 8 Months
Ensure smooth daily administrative operations of Department
• Manage executive and Departmental calendars, emails, handles heavy scheduling and maintain office duties
• Maintain strict confidentiality
• Facilities Management
• Coordinate executive meetings for VP and executive team
• Manage Deadline information across Department or matter team
• Complete onboarding of all new hires/contractor
• Set up travel and logistics
• Maintained accurate file retention and file organization
• Created/formatted documents, spreadsheets, databases and presentations
• Prepared, developed and updated charts and graphics for presentation
• Drafts routine memos following guidelines from superior. Type’s letters, minutes of meetings and other correspondences, as required.
• Assist division staff with proofreading, formatting and data input on Excel Spreadsheets, PowerPoint and Word documents.
• Assigned jobs and duties to office staff as needed
• Coordinated with HR and IT teams for new employee setups, as well as new program implementations and system updates
• Scheduled conference rooms and organized office events for executives and upper-level staff
• Served as the go-to for office inquiries and conflicts
• Tracked office supply inventory and approve supply orders
• Assist in the preparation of department budgets and expenses
• Maintained orderly and professional office appearance, order supplies and request equipment repairs as needed, oversee incoming/outgoing mails and coordinate with building's facilities team
• Successfully rendered:
O Created a more efficient Word database for forms, letters, and documents.
O Trained new administrative staff members.
O Suggested and successfully implemented an electronic filing system, leading to an almost entirely paperless office.
Successfully rendered:
O Administrative & secretarial support to Training Manager, Training Instructors, and Students
O Monthly training support service to approx. 200 students from different locations of the world
•The coordinated entire gamut of administrative activities for all internal and external training courses, including:
•Ensuring timely processing of students’ visa applications using E-visa
•Arranging appropriate accommodation, travel and transport for students (through IT E-ticket requests and directly with agencies/hotels)
•Issuing joining instructions, confirmation letters, visas, student information sheet & kit to participants, certificates
•Preparing name tags/tent cards, sign-in sheets and course evaluation forms
•Facilitating timely distribution of learning materials
•Maintain training records and information about upcoming courses in I-Learn
•Creating course schedules/calendars in I-Learn
•Coordinating Room Booking with Facility Department through Share point
•Sourcing & Administration of external schools/instructors/suppliers in coordination with sales
•Organised monthly training events and team building activities(coordinate with procurement and obtain events proposals from various vendors), involving:
•Making arrangement for catering and required equipment
•Sending evaluation survey links to the training participants on completion of training
•Delivering latest updates to facility department on scheduled courses through Share Point
•Developed monthly MIS such as KPI Report and Training Report to Training Manager and Finance Department with attendance & cost details
•Preparing IT tickets request
•Ensured smooth processing of accounts, invoices, course payments, transfers, and refunds; reconciled petty cash
•Introduced modifications in a report sent
• Supported the Deputy C.F.O. Duties by managing his calendar, official communications and local, domestic & international travel arrangements
• Managed and screened incoming and outgoing communications including telephone calls, e-mails, and faxes (providing assistance using independent judgment, prioritizing)
• Organized and coordinated all logistical details for meetings and events (scheduling rooms, sending out meeting announcements, tracking attendance, arranging food, taking minutes as appropriate and distributing follow-up materials)
• Collect and prepare materials/information/ for use in meetings/discussions
• Scheduled and coordinated video teleconferences and conference calls
• Created/formatted documents, spreadsheets, databases and presentations
• Prepared, developed and updated charts and graphics for presentation
• Assist division staff with proofreading, formatting and data input on Excel Spreadsheets, PowerPoint and Word documents.
• Prepared local, domestic and international travel arrangements including expense notes and reimbursements
• Maintained hard copy and electronic filing system, archiving files
• Developed various spreadsheets, databases, charts, graphics, and presentations in Excel, PowerPoint & Word
• Issued bank guarantees for Projects (at all stages)
• Maintained various finance related documentation, such as:
o Weekly timesheets of division staff and monthly reports for Cost Control Department
o Documents & forms for issuance of tender bonds and bank guarantees (including communications with banks
o The financial part of contracts and guarantees issues during all stages of projects
o Database of life guarantees & its charges and monthly report for C.F.O. & Head Office
o Bank statements on the guarantees charges
o Database of the ongoing projects and tenders
o Bank Guarantees cost report for C.F.O. and Head Office
• Coordinating with Project Managers, Legal and Proposal departments on the financial part of the contracts and guarantees issues
• Successfully rendered:
O Suggested and successfully implemented an electronic database for all outstanding tenders and guarantees including a summary of the bank charges
• Successfully deal with visitors involving arranging appointments with company staff, entering details in electronic booking system, resolving their inquiries and directing them to appropriate Departments / Officers
• Maintained 99% accuracy in answering incoming calls on multi-line telephones
• Coordinated outgoing correspondence, mail documents, and incoming mails
• Organised team events and training & orientation activities for new employees
• Received several appreciations from management for displaying high quality and consistency in performance
• Attained significant reduction in costs by organizing town hall activities at the best yet economical locations
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