Manahil Hameed
Executive Secretary
Kuwait City
Summary
To pursue and excel in a growth-oriented organization to amplify Leadership ability proficiently, by the three-fold process of Developing, Grouping and Administering skills to meet Organization goals which will simultaneously facilitate career and professional growth.
Executive administrative support professional offering versatile office management, planning and marketing skills. Background managing administrative team and supporting senior management officers. Supports leadership with operational details and tasks.
Overview
14
14
years of professional experience
5
5
years of post-secondary education
2
2
Certificates
4
4
Languages
Positionsapplied
- Supervisor Coordination and Follow-up
- Executive Secretary
- Document Controller
Work History
Executive Secretary
KIPIC
Al Fahahil , Al Aḩmadī
6 2021 - Current
- Efficiently handled approximately 30 incoming calls, emails, and faxes daily from customers, achieving a 95% response rate within 24 hours.
- Prepared and submitted quarterly and annual appraisal forms for 10 Team Leaders and 15 Senior Engineers, contributing to a 20% improvement in performance evaluation accuracy.
- Reported safety concerns in the IMS system, ensuring compliance with safety protocols and timely follow-up, resulting in a 30% reduction in safety incidents.
- Managed official communications, including letters and memos with contractors responsible for Maintenance & Operation, facilitating clear and effective communication.
- Periodically tracked project information details, providing accurate and timely data on 15 active projects, ensuring adherence to call dates and manpower requirements.
- Submitted calendar invitations for weekly meetings to 20+ team members, including agendas and relevant annexes, ensuring organized and efficient discussions.
- Acted as the primary contact for reporting and managing workplace accidents, successfully reducing incident reporting time by 50%.
- Prepared and tracked documentation related to weekly and monthly safety topics for contractors, promoting a culture of safety and compliance.
- Leveraged experience in Administrative/HR coordination procedures to international standards, utilizing professional and software skills to enhance task execution accuracy by 30%.
- Performed various secretarial and clerical duties, including documenting, photocopying, emailing, and organizing the filing system (DMS), improving document retrieval time by 25%.
- Handled 50+ leave requests and arranged 20 internal and external training courses annually, streamlining administrative processes and improving employee satisfaction.
- Ensured timely distribution of revised/updated documents (drawings, reports, letters, attachments) to 5 departments, minimizing delays and ambiguity by 40%.
- Organized and updated schedules for executives.
Executive Secretary
KNPC
03.2018 - 02.2021
- Composed and managed over 200 documents for reports and routine correspondence, including letters and emails, with clients (KNPC) and 14 active subcontractors, ensuring clarity and professionalism.
- Received and processed 150+ drawings and documents from the main contractor, ensuring timely distribution and compliance with project requirements.
- Prepared and issued 50+ transmittals to the company, subcontractors, and vendors, facilitating efficient communication and documentation flow.
- Ensured proper coding, numbering, registration, filing, distribution, and retrieval of documents, maintaining an organized system for over 1,000 project documents.
- Directed the flow of materials and paperwork from vendors to the job site, aligning with approved schedule requirements and improving efficiency by 20%.
- Allocated document numbers for 500+ internally prepared documents and incoming documentation, ensuring all submitted documents were error-free in naming, revisions, and submissions.
- Controlled and maintained the system for issuance recording, tracking, and retrieval of documents, plans, QA/QC records, including schedules and surveillance reports, ensuring 100% traceability.
- Maintained daily and weekly logs for letters, emails, minutes of meetings, FCNs, transmittals, QC, and HSE reports, ensuring compliance with project requirements.
- Maintained and arranged schedules for weekly meetings, including management meetings, change order meetings, construction meetings, subcontractor progress meetings, and QA/QC meetings, ensuring effective communication among 30+ stakeholders.
- Streamlined records of all documentation between the project department, contractors, suppliers, and vendors, maintaining a comprehensive gate pass list for 100+ personnel.
- Managed expense reporting for $50,000+ in project-related expenses, ensuring accuracy and adherence to budgetary guidelines.
- Interacted with 20+ vendors and contractors to receive orders, direct activities, and communicate instructions, ensuring smooth operations.
Secretary Medical Insurance
Al -Salam International Hospital
02.2017 - 02.2018
- Actively participated in and facilitated 5+ quality improvement projects and accreditation programs, contributing to enhanced departmental performance and compliance with industry standards.Reported directly to the Director of Medical Insurance and the Assistant Director of the Medical Insurance Department, supporting leadership in strategic decision-making.
- Executed complex secretarial and administrative duties with minimal direction, including composing and typing over 100 non-routine correspondence and memoranda monthly, enhancing communication efficiency.
- Developed, implemented, and maintained a comprehensive filing system that ensured timely retrieval of 1,000+ current working documents, improving document accessibility by 30%.
- responsible for maintaining records of office inventory, overseeing 200+ items to ensure adequate supply levels and timely replenishment.
Secretary/2nd Assistant Accountant
Al -Mana- Al-Masiya
09.2011 - 02.2017
- Communicated effectively with 50+ staff members and executives through both written and verbal channels, fostering a collaborative work environment.
- Recorded and tracked expenses and purchases for materials delivery, managing a budget of $30,000+ annually to ensure accurate financial reporting.
- Coordinated with 10+ dealers, suppliers, and vendors to negotiate contracts and ensure timely delivery of goods and services.
- Kept and tracked all company-related documents, including proposals and purchase orders, ensuring quick retrieval for 20+ relevant employees when needed.
- Streamlined invoice processing procedures, improving accuracy and efficiency of financial operations by 20%.
Admin Assistant
GHRIBWAL Cement Limited
08.2007 - 03.2011
- Established administrative work procedures to track staff's daily tasks, enhancing accountability and productivity across the team.
- Demonstrated the ability to learn new software applications quickly, enhancing productivity and operational efficiency.
- Well-versed in data entry procedures and practices, maintaining accuracy in entering information into databases for 100+ records.
- Demonstrated proficiency in handling incoming calls, routing them appropriately to the relevant departments, improving response times by 25%.
- Communicated effectively with 50+ staff members and executives through both written and verbal channels, fostering a collaborative work environment.
- Answered multi-line phone system, routing calls, delivering messages to staff and greeting visitors.
- Maintained confidentiality of sensitive information by adhering to strict privacy policies and implementing secure filing systems.
- Coordinated office supply inventory management, proactively ordering necessary items before depletion to avoid workflow disruptions.
Certification
IOSH-Institution of Occupational Safety & Health
Education
Bachelor of Science - Business Administration And Management
Jaipur National University
India 04.2019 - 12.2022
Bachelor of Science - Commerce
University of The Punjab
Pakistan 03.2015 - 11.2016
Skills
Master calender management
undefinedTimeline
NEBOSH IGC-National Examination Board in Occupational Safety and Health (NEBOSH) International General Certificate
10-2023
Bachelor of Science - Business Administration And Management
Jaipur National University
04.2019 - 12.2022
Executive Secretary
KNPC
03.2018 - 02.2021
IOSH-Institution of Occupational Safety & Health
10-2017
Secretary Medical Insurance
Al -Salam International Hospital
02.2017 - 02.2018
Bachelor of Science - Commerce
University of The Punjab
03.2015 - 11.2016
Secretary/2nd Assistant Accountant
Al -Mana- Al-Masiya
09.2011 - 02.2017
Admin Assistant
GHRIBWAL Cement Limited
08.2007 - 03.2011
Executive Secretary
KIPIC
6 2021 - Current
Languages
English
Proficient
C2
Arabic
Upper intermediate
B2
Urdu
Proficient
C2
Punjabi
Proficient
C2
Training
- Attended seminar at Jabriya for Professional Skills Development for Job Seekers
- Attended workshop of Business writing skills
- Attended Basic Fire Watch Training in KNPC
- PEFK (Pakistan Employment Forum Kuwait)
- Vigor Events & ALGAS Events
Training
- Attended seminar at Jabriya for Professional Skills Development for Job Seekers
- Attended workshop of Business writing skills
- Attended Basic Fire Watch Training in KNPC
- PEFK (Pakistan Employment Forum Kuwait)
- Vigor Events & ALGAS Events
Residence
Article # 18 (Transferable), Street # 13, Fahaheel, Block # 10, Building #04
Personal Traits
- Ability to learn things fast
- Confident Speaker
- Multi-tasking, analytical and problem-solving
- Responsible & creative solving skills
- Good communication skills
- Self-confident with positive mindset
Residence
Article # 18 (Transferable), Street # 13, Fahaheel, Block # 10, Building #04
Training
- Attended seminar at Jabriya for Professional Skills Development for Job Seekers
- Attended workshop of Business writing skills
- Attended Basic Fire Watch Training in KNPC
- PEFK (Pakistan Employment Forum Kuwait)
- Vigor Events & ALGAS Events
Personal Traits
- Ability to learn things fast
- Confident Speaker
- Multi-tasking, analytical and problem-solving
- Responsible & creative solving skills
- Good communication skills
- Self-confident with positive mindset
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