Fathma Amthul
Northeast CALGARY,AB
Summary
Highly organized and detail-oriented Senior Administrative Assistant with over ten years of experience providing exceptional administrative support to Senior management. Proficient in managing complex calendars, coordinating meetings, and handling confidential information with discretion. Adept at streamlining office operations to enhance efficiency and productivity. Strong communication and interpersonal skills, with a proven ability to build positive relationships with colleagues and clients. Committed to delivering high-quality results in fast-paced environments.
Overview
14
14
years of professional experience
1
1
Certification
Work History
Administrative & HR Assistant
AAA Contractual Services Corp.
04.2021 - Current
- Organizing and maintaining the Director's calendar, reviewing, sorting and prioritizing incoming emails, and preparing travel itineraries and visa arrangements for business trips and conferences
- Edited and proofread documents, reports, and presentations in the Ms
- Office suite (Word, Excel & PowerPoint) for the director and the team, handling ad hoc requests
- Set up conference rooms, technology, and materials to facilitate meetings and virtual meetings via MS Team and Zoom and prepare meeting minutes and agendas
- Providing HR and administrative support to line managers to tackle obstacles such as conflict resolution and under-performance management
- Accurately process leaves and attendance, prepare staff performance requests, and monitor absence data to use as triggers for management intervention
- Maintaining office supplies inventory by checking stock and ordering new supplies.
Executive Assistant to the CFO & Executive Director
Abu Dhabi Investment Council
01.2014 - 01.2019
- Managed diverse administrative activities for the Executive Director and the Investment Team
- Coordinated and facilitated the Director's calendar; scheduled meetings and conferences; regularly contacted industry and government officials and senior management in other forms; prepared agendas and accurate itineraries; scheduled client and leadership meetings, events, travel & visa arrangements
- Reviewed, sorted and prioritized emails and regular emails; assessed the importance of materials and organized documents; handled some matters personally and forwarded appropriate materials to the Director and the team
- Analyzed and organized office operations and procedures such as bookkeeping, preparation of staff performance reviews, leaves, attendance, information management, filing systems, requisition of supplies, and other administrative services
- Utilized knowledge and understanding of underlying operational issues to create, compose and edit technical and administrative correspondence and documentation
- Established updates and maintained the department's files, inventories, and records; implemented and maintained data management systems
- Team contribution served as a central point of liaison with other departments, divisions, and external organizations and resolving various day-to-day matters concerning assigned functions
- Liaised with departments to clarify data provided and performed quality checks when required
- Acted as Board member secretary, assisting Board members for three large organizations and handling the duties following the corporate governance standards.
Team Leader & PA to Senior Partner
Al Tamimi & Co. Law Firm
01.2011 - 12.2013
- Organized and managed the Partner's travels, visa arrangements, and expense claims
- Maintained diaries and made appointments
- Screening all the incoming emails, drafting correspondence, minutes of meetings and audio typing
- Recorded and submitted Partner's expense reports promptly
- Managed a centralized document storage system for all internal and external correspondences, letters, other legal documents and pro forma/bills
- Managed and dealt with Billing software for entering timesheets, generating proforma, finalizing bills, retrieving billable hours for Partner and Senior lawyers, bills receivables, and developing various accounting reports.
HR Assistant
Bartercard UK
06.2010 - 12.2010
Education
Bachelor of Business Administration -
University of Pondicherry
Certification in Human Resources Management -
University of Calgary
Calgary, ABSkills
- Organization skills
- Critical thinking & problem solving
- Collaborative teamwork
- Calendar management
- Meeting minutes
- Briefing and Presentations
- Document Preparation
- Confidentiality
- Conference planning
- SharePoint, Adobe Acrobat & MS Office
- ADP Workforce & Google Sheets
- Customer and client relations
- Legal administrative support
- Credit and collections
- Mail distribution
- Social media & content creations
- Travel coordination
- Project planning
- Technical proficiency
- Skilled multi-tasker
- Internal and External Communication
- Data Analysis
- Audio typing, keyboarding 60wpm
Certification
- Administrative Human Resources
- Ethics Conversations: Building and Ethics-based culture
- Conflict Management
- Effective Teamwork
- Generative AI, Recruiting and Talent Acquisition
- Talent Sourcing
- Occupational Safety and Health, Slips, Trips and Falls
Timeline
Administrative & HR Assistant
AAA Contractual Services Corp.
04.2021 - Current
Executive Assistant to the CFO & Executive Director
Abu Dhabi Investment Council
01.2014 - 01.2019
Team Leader & PA to Senior Partner
Al Tamimi & Co. Law Firm
01.2011 - 12.2013
HR Assistant
Bartercard UK
06.2010 - 12.2010
- Administrative Human Resources
- Ethics Conversations: Building and Ethics-based culture
- Conflict Management
- Effective Teamwork
- Generative AI, Recruiting and Talent Acquisition
- Talent Sourcing
- Occupational Safety and Health, Slips, Trips and Falls
Bachelor of Business Administration -
University of Pondicherry
Certification in Human Resources Management -
University of Calgary