Faisal Mahmood
Spring
Summary
Experienced Executive Assistant and Office Manager with 20+ years of driving high-level executive support across multinational companies, acting as a trusted partner to C-Level leadership Team.
Overview
17
17
years of professional experience
1
1
Certification
Work History
Executive Assistant to Chief Executive Officer
City Ambulance Service
Houston
12.2023 - 08.2024
- Provided comprehensive executive support including calendar management, board meeting coordination, and confidential communications.
- Implemented inventory control systems using Operative IQ Software, improving supply chain efficiency across all stations.
- Worked along with Finance and HR Team leaders to implement ADP Software across the organization.
- Managed CEO's active calendar, appointments, schedules, and travel arrangements efficiently.
- Provided high-level confidential administrative support to CEO and Senior Leadership team.
- Coordinated meetings, prepared agendas, and ensured smooth communication within the organization.
Personal and Executive Assistant to MD&CEO
Qatar Steel Company
Doha
02.2021 - 10.2022
- Streamlined policies and procedures for MD&CEO, enhancing governance and control measures.
- Managed communications for the Board of Directors, liaised with foreign delegations, and organized conferences.
- Mentored Senior PA at Plant office, optimizing administrative efficiency.
- Produced detailed sales and marketing reports, maximizing management's decision-making process.
- Managed extensive Travel plans and complex diary.
- Streamlined CEO's office operations by implementing Document Management Systems (DMS).
- Coordinated board meetings, executive travel, and high-level communications between the CEO and ministries.
Executive Assistant to CEO
MUNTAJAT
Doha
05.2014 - 11.2020
- Led the implementation of the Correspondence Tracking System (CTS) to enhance document control.
- Played a key role in facilitating internal and external executive communications and improving office efficiency.
- Leveraged executive level assistance and strict confidentiality to CEO, managed complex diary, calendar, travel arrangements, and both board and high-level meetings, and precisely administered schedules to ensure no conflicting dates or times.
- Facilitated board of director activities and communications, and assisted with meetings and conferences.
- Accelerated operating efficiency of CEO by proactively anticipating and responding to CEO needs, and orchestrating and coordinating suitable resources and personnel to assist CEO with addressing and resolving issues, and serving as bridge between company and producing entities and ministries.
- Improved workflow and efficiency of CEO office by expertly utilizing maximum tools and professional ideas, delegating tasks, and representing CEO on management team to ensure issues addressed in absence of CEO.
Executive Secretary to CEO
AlJaber Engineering Head Office
Doha
07.2010 - 05.2014
- Supported cross-department communications between top management and CEO's office.
- Handled confidential banking transactions, reconciliations, and records management.
- Offered full spectrum of support to CEO, drove daily office processes, oversaw and coordinated comprehensive diary, travel plans and schedules, administered correspondence, and organized meetings.
- Achieved organizational goals by serving as bridge between top and middle management as well as CEO office incorporating numerous departments and respective HODs, and facilitating communications and administrative functions in a timely and concise manner.
- Reduced issues across CEO office by remaining apprised of office transactions and issues, developing reports, updating and maintaining accurate records, and managing internal disciplinary machinery.
- Contributed to continued sustainability and profitability by cultivating strong banking relationships, tracking and recording all credit/bank card transactions, reconciling bank statements, and producing bank transfer letters.
Executive Secretary
Al Jaber & Makhlouf
Doha
06.2007 - 06.2009
- Provided administrative support for the Executive Office, handled complex calendaring/scheduling, travel arrangements and coordination of events for MD and Served as administrative liaison and providing support for daily maintenance of office, communication system, filing and correspondence to ensure precise compensation of benefits and allowances.
- Performed an array of tasks associated with preparing offer letters and contract agreement for employees in compliance with organizational policies/ procedures, ethical practices and guidelines of accrediting organizations.
- Liaised with various departmental heads, managers for arranging appointments, meetings, conferences and responding to inquiries. Effected updates and maintained minutes of meeting/ dictation taken to update and track information.
- Administered various activities pertaining to repair and maintenance of computer and office equipment, thereby ensured accurate safeguarding of files for all supplier agreements and contract documents.
Education
Bachelor of Arts - Political Science
Karachi University
01.2000
Skills
- Executive Support & Office Management
- Calendar & Travel Management
- Confidential Communication Handling
- Event and Meeting Coordination
- Financial Reporting and Reconciliation
- Project Implementation and Process Improvement
Certification
- Business English Course, Aga Khan University, Karachi
- Executive Assistant Professional Training, Multiple Programs
Projects
MUNTAJAT, Led CTS (Correspondence Tracking System) implementation in CEO's Office. QATAR STEEL, Successfully rolled out Document Management System (DMS) organization-wide. CITY AMBULANCE SVC, Organized and computerized inventory management system using Operative IQ.
Awards
5-Year Service Award for Excellence, Muntajat
eng
- English, Business & Spoken
- Arabic, Professional
- Urdu, Native
- Spanish, Basic
Languages
English
Full Professional
Arabic
Professional
Urdu
Native/ Bilingual
Spanish
Limited
Timeline
Executive Assistant to Chief Executive Officer
City Ambulance Service
12.2023 - 08.2024
Personal and Executive Assistant to MD&CEO
Qatar Steel Company
02.2021 - 10.2022
Executive Assistant to CEO
MUNTAJAT
05.2014 - 11.2020
Executive Secretary to CEO
AlJaber Engineering Head Office
07.2010 - 05.2014
Executive Secretary
Al Jaber & Makhlouf
06.2007 - 06.2009
Bachelor of Arts - Political Science
Karachi University
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