Manahil Hameed
Executive Secretary
Kuwait City,Al Ahmadi
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
18
18
years of professional experience
5
5
years of post-secondary education
2
2
Certificates
4
4
Languages
Work History
Executive Secretary
KIPIC
Al Zour, Al Zour
06.2021 - Current
- Provided comprehensive administrative support to the Team Leader (Custodian of two contracts), managing schedules, coordinating deliverables, and ensuring alignment with contractual timelines and obligations.
- Acted as the primary liaison between the Team Leader and stakeholders, including contractors, vendors, and 7 internal departments, to maintain seamless communication and compliance with contract terms.
- Led project management tasks for two high-priority contracts, coordinating planning, execution, and progress tracking, resulting in 20% faster milestone completion and adherence to budget constraints.
- Prepared detailed technical reports, presentations, and compliance documentation for contract reviews, enhancing transparency and accuracy in performance evaluations by 15%.
- Managed confidential contract-related data, including vendor agreements, financial records, and compliance reports, ensuring strict adherence to privacy protocols and organizational standards.
- Streamlined document workflows for contract administration by implementing a centralized tracking system, reducing retrieval time for critical files by 25% and ensuring 100% audit readiness.
- Organized and facilitated meetings with contractors and internal teams, preparing agendas, tracking action items, and ensuring follow-up on deliverables, improving accountability across 20+ stakeholders.
- Resolved operational bottlenecks, such as delays in material deliveries or contract amendments, by collaborating with cross-functional teams, reducing project downtime by 30%.
- Adapted to shifting priorities by balancing tasks across both contracts, including extended hours during critical phases, ensuring uninterrupted support for contract execution and compliance.
Executive Secretary
Tecnicas Reunidas (KNPC)
Al Ahmadi, Mina Al Ahmadi
03.2018 - 02.2021
- Organized and updated schedules for executives.
- Coordinated travel arrangements and bookings for executive staff.
- Composed and managed over 500 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.
- 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
Al Fahahil, Al Aḩmadī
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 Director of Medical Insurance and the Assistant Director of 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%.
Secretary/2nd Assistant Accountant
Al -Mana- Al-Masiya
Kuwait City, Al Asimah
09.2011 - 02.2017
- Communicated effectively with 50+ staff members and executives through both written and verbal channels, fostering a collaborative work environment.
- Maintained daily report documents, memos and invoices.
- Recorded and tracked expenses and purchases for materials delivery, managing a budget of $30,000+ annually to ensure accurate financial reporting.
- Handled sensitive information discreetly, maintaining confidentiality when managing personnel files or financial data.
- Coordinated with 10+ dealers, suppliers, and vendors to negotiate contracts and ensure timely delivery of goods and services.
Admin Assistant
GHRIBWAL Cement Limited
Lahore, Punjab
08.2007 - 03.2011
- 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.
- Promoted positive work environment through effective communication skills and fostering professional relationships among colleagues.
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
Calendar management
Travel coordination
Master calender management
File management
Spreadsheet creation
Meeting coordination
Document preparation
Office administration
Client liaison
Report preparation
Event coordination
Time management expertise
Advanced multitasking
Business correspondence management
Critical thinking
Strong problem solver
Timeline
NEBOSH IGC-National Examination Board in Occupational Safety and Health (NEBOSH) International General Certificate
10-2023
Executive Secretary
KIPIC
06.2021 - Current
Bachelor of Science - Business Administration And Management
Jaipur National University
04.2019 - 12.2022
Executive Secretary
Tecnicas Reunidas (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
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
Residence
Article # 18 (Transferable), Fahaheel, Block # 10
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
Positions Applied
- Supervisor Coordination and Follow-up
- Executive Secretary
- Document Controller
Residence
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
Positions Applied
- Supervisor Coordination and Follow-up
- Executive Secretary
- Document Controller
Residence
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
Accomplishments
- Supervised team of 45 staff members.
- Used Microsoft Excel to develop tracking spreadsheets.
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