Blessy Mary Mathew
administrative assistant
Abu Dhabi
Summary of Career
1. Writing letters and emails on behalf of other office staff
2. Organizing, arranging and coordinating meetings, capturing meeting minutes
3. Manage agendas/travel arrangements/appointments etc. for the upper management
4. Manage phone calls and correspondence (e-mail, letters, packages etc.)
5. Submit timely reports and prepare presentations/proposals as assigned
6. Create and update records and databases with personnel, financial and other data
7. Keep stock of office supplies and place orders when necessary
8. Management of office equipment
9. Assist colleagues whenever necessary
10. Handling external or internal communication or management systems
Experience as Project Secretary and Document Controller
Mott MacDonald
04 February 2007
30 December 2010
? Diary management, travel, internal and external meetings, Meeting with the Department Head & capturing Minutes of Meeting, etc
? Preparation & distribution of memos, faxes, letter, emails & transmittals to Client.
? Cover reception in the absence of the Receptionist.
? Answer telephones and handle in appropriate manner calls of PM.
? Logging calls (including time, date and caller details).
? Provides administrative assistance to the Project Engineers as requested including word processing, transcription, information research, taking and directing telephone messages. Drafts memos and other reports as appropriate.
? Processing all expenses and invoices relating to department.
? Maintaining Company Telephone Directory & Client contact lists on relevant databases .
? Updating database of Company Staff (Leave, Joining Date, Passport Details, etc).
? Organising and maintaining photographs of employees
? Doing flight bookings for the staff (for Site Visits, Home Country & Business Travel).
? Maintaining hard-copy and electronic files and document management / retrieval systems.
? Allocation of seats to new joinee as instructed by the Lead Personnel and informing IT accordingly for the set-up of computer, telephone, etc.
? Updating CV’s received for various disciplines and arranging interviews as and when instructed by Lead Personnel for the ongoing project.
? Preparing & issuing of Dwg-Doc matrix for IDC check & distributing dwgs-docs for IDC as per the dwg-doc matrix.
? Receive request from Lead Engineers to issue a document for Inter Discipline Check (IDC).
? Marking up comments in the drawings or document using Adobe Acrobat.
? Prepare the Circulation List for IDC in conjunction with the Engineer.
? Expedite and monitor the IDC process, recording the in/out date for each discipline.
? Return the completed IDC document to the Engineer.
? Upon the instruction of the Engineer, issuing of the original document or drawings which is signed by them with transmittal to Client.
? After issuing the document to the client distributing the copies with WORKING COPY & CONTROLLED COPY stamp as per the Dwg.- Doc. Matrix.
? Maintaining the Drawing / Documents Register.
? Updating of dwg-doc register when comments from client are received and the same being circulated to the concerned discipline.
? Preparing of the following reports:
- Weekly Report
- Monthly Reports
- Site visit reports
? Preparation of FEED and Scope of Work reports.
? Uploading and Downloading of documents using web tool from client sites
Experience as Project Secretary
Penspen International Limited
02 January 2011
25 September 2014
? Preparation & distribution of memos, faxes, letter, emails & transmittals to Client.
? Provides administrative assistance to the Project Manager & Engineers as requested including word processing, transcription, information research, taking and directing telephone messages. Drafts memos and other reports as appropriate.
? Diary management, travel, internal and external meetings, Meeting with the Department Head & capturing Minutes of Meeting, etc.
? Doing flight bookings for the staff through ZADCO intranet (for Site Visits).
? Answer telephones and handle in appropriate manner calls of PM.
? Logging calls (including time, date and caller details)
? Maintaining upto date incoming and outgoing correspondence registry.
? Maintaining the Project Team Organization Chart.
? Maintaining Company Telephone Directory & Client contact lists on relevant databases.
? Maintaining hard-copy and electronic files and document management/retrieval systems.
? Updating database of Project Team Staff (Leave, Joining Date, Passport Details, etc).
? Following Up with the HR on the status of Residence Visa, Labour Cards, Security Gate Passes, Health Cards and Heath Certificates for the employees.
? Overall supervision of the provision of general support services. (inventory of stationery and office supply).
? Assisting Technical Assistant in compiling Bid Clarifications from Bidders.
? Assisting Document Controller by logging in the deliverables received from Contractor in the incoming register.
? Formatting of deliverables as well as the following reports:
- Weekly Report
- Monthly Reports
? Compiling of Weekly & Monthly Timesheets of the Project Team and entering it into Head Office MIS System
Experience as administrative assistant
Cleveland Clinic Abu Dhabi
28 September 2014
29 December 2016
•Composed and drafted all outgoing correspondence and reports for Chief Surgeon and the team physicians.
• Schedule and coordinate meetings, appointments, and travel arrangements for Chief Surgeon and the team physicians.
• Managed the Chief Surgeon’s calendar and scheduled appointments and prioritized and rescheduled meetings.
• Assessed urgency and priorities before accepting or declining appointments and meetings with the Chief Surgeon.
• Prepared documents for events, travel, meetings
• General clerical duties including photocopying fax, mailing and scanning.
• Scheduled surgeries for multiple surgeons and booked operating rooms.
• Contacted patients through telephone to reschedule the appointments as instructed by the Chief Surgeon and team physicians.
• Maintain utmost discretion when dealing with sensitive topics
• Handled and prioritized all outgoing or incoming correspondence (e-mail, letters, etc.), maintaining confidentiality where necessary.
• Managed travel and expense reports for the Chief Surgeon and the team physicians, coordinated with the Finance and Accounts department for reimbursements.
• Acted as the point of contact between the executives and internal/external clients. • Directed VIP guests and routed deliveries and courier services.
• Received, routed, screened and responded to all telephone and personal inquires for the Chief Surgeon and team physicians.
• Manage CME Course Accreditation for all in-house courses
• Upon receiving approval from CCAD Main Hospital or HAAD, schedule CME course calendar, send invitations to staff and distribute certificates after course completion. • Maintain CME course tracker
• Planned and coordinated logistics and materials for board meetings, committee meetings and staff events.
• Purchased and maintained office supply inventories, and being careful to adhere to budgeting practices.
• Maintained electronic and hard copy filing system to ensure proper storage and retrieval of official correspondence, documents and personal records of the Chief Surgeon.
• Compiled report by collecting and analyzing information.
• Coordinated and maintained records for staff, telephones, parking and petty cash
Experience as patient administration
Kings College Hospital Londo
01 August 2017
? Obtains patient information by answering telephone calls; verifying information.
? Scheduling appointments for patients into the Cerner system as required by patient and staff members.
? Registers patients in the practice management system by entering information given verbally or on registration forms
? Collects paper documentation brought in by patient and imports them into Electronic Medical Records system
? Collects and scans identification and insurance cards
? Determines insurance eligibility by comparing patient information to requirements
? Relays and routes written and verbal messages to physicians, nurses including emails as necessary
? May obtain medical treatment authorizations and other pre-authorizations at time of appointment (if not available, contacts financial benefits team)
? Make patient aware of their financial responsibility based on their benefits at the time of check-in
? Backs up check-out specialist as necessary; may serve as a backup for other administrative roles
? Performs miscellaneous administrative or reception duties such as directing visitors (medical reps, salespersons, etc.) to the appropriate individual within the practice
? Contributes to team effort by accomplishing related results as needed, being considerate and work respectfully with all team members, ensuring that clear communication and effective working relations are maintained
Bachelor 12 August 2016
Bachelors degree in Public AdministrationOther 29 November 2013
Diploma in Humar Resources Management