Samar Hassan
Secretary To The Ambassador
Doha,Qatar
Summary
With a proven track record at The Philippines Embassy and the Sierra Leone Embassy, I excel in organizational efficiency and cultural awareness. Demonstrating discretion and attention to detail, I've adeptly managed high-level administrative duties and coordinated international events, significantly enhancing diplomatic relations. My expertise in communication and protocol stands out, ensuring seamless operations under pressure.
Overview
9
9
years of professional experience
2
2
Languages
Work History
Assistant Secretary to the Ambassador
The Philippines Embassy
Doha, Qatar
06.2023 - Current
- 1. Administrative Support:
- • Scheduling and organizing meetings, appointments, and events for the ambassador.
- • Managing the ambassador's calendar and ensuring no scheduling conflicts.
- • Handling correspondence, including drafting, editing, and distributing official documents, letters, and emails.
- • Maintaining filing systems, both physical and digital, for easy retrieval of documents.
- 2. Communication Management:
- • Acting as the first point of contact for the ambassador, screening and prioritizing calls and messages.
- • Liaising with government officials, diplomats, foreign dignitaries, and embassy staff on behalf of the ambassador.
- • Preparing reports, briefings, and summaries for the ambassador's review.
- 3. Event Coordination:
- • Organizing official functions, receptions, and meetings hosted by the ambassador.
- • Coordinating travel arrangements, including flights, accommodation, visas, and itineraries for the ambassador and visiting delegations.
- • Ensuring protocol and etiquette are adhered to during official engagements.
- 4. Research and Preparation:
- • Conducting background research and gathering information to prepare the ambassador for meetings or public appearances.
- • Compiling briefing materials and talking points.
- 5. Confidentiality and Discretion:
- • Handling sensitive and confidential information with utmost discretion.
- • Ensuring security protocols are followed when managing classified documents or communications.
- 6. Office Management:
- • Supervising other administrative staff in the embassy, if applicable.
- • Ensuring the smooth day-to-day operation of the ambassador's office.
- • Overseeing the purchase and inventory of office supplies.
- 7. Cultural and Protocol Expertise:
- • Advising the ambassador on cultural customs and protocol in diplomatic settings.
- • Ensuring compliance with diplomatic norms and standards during interactions.
- 8. Problem Solving and Flexibility:
- • Addressing any last-minute changes or challenges related to the ambassador's schedule or travel plans.
- • Handling unforeseen issues with diplomacy and professionalism.
Personal Assistant to the Ambassador
The Embassy of Sierra Leone
Doha, Qatar
03.2021 - 05.2023
- Managing the ambassador's personal and professional calendar, ensuring efficient time management.
- • Organizing meetings, conferences, and engagements, and ensuring the ambassador is well-prepared for each.
- • Handling travel arrangements, including flight bookings, visas, accommodations, and detailed itineraries.
- • Managing personal correspondence on behalf of the ambassador, including drafting letters and responding to inquiries.
- • Acting as the first point of contact for internal and external parties, including embassy staff, government officials, and international dignitaries.
- • Coordinating communication between the ambassador and other departments within the embassy.
- • Relaying messages and following up on action points from meetings or discussions.
- • Managing sensitive personal and professional information with the utmost confidentiality.
- • Ensuring secure handling of documents, emails, and phone calls, particularly those of a confidential or classified nature.
- • Assisting with the planning and execution of official and personal events hosted or attended by the ambassador.
- • Ensuring the ambassador adheres to diplomatic protocols and cultural etiquette in all interactions.
- • Coordinating logistics for official visits, luncheons, and receptions.
- • Conducting research on topics of interest or relevance to the ambassador's work and personal engagements.
- • Preparing briefing materials, agendas, and talking points for meetings and events.
- • Ensuring the ambassador is up to date on current events, key issues, and important guests.
- • Handling the ambassador's personal errands, such as scheduling appointments, managing household staff, or addressing family needs (if applicable).
- • Managing personal accounts, expenses, and financial records, if required.
- • Ensuring the ambassador's personal needs are met, such as dietary or health preferences.
- • Anticipating and resolving potential issues or conflicts in the ambassador's schedule or plans.
- • Responding to last-minute changes in a calm and efficient manner.
- • Adapting quickly to unexpected situations or requests from the ambassador.
- • Collaborating with embassy staff to ensure the ambassador's professional and personal priorities are aligned.
- • Supervising or coordinating with other assistants or aides supporting the ambassador.
- • Maintaining a system of reminders for the ambassador to meet deadlines or commitments.
- • Acting as an ambassador's representative when interacting with others on their behalf.
- • Maintaining a professional demeanor and ensuring the ambassador's image and reputation are upheld.
Secretary to the General Manager
Power International Holdings (PIH)
Doha, Qatar
01.2019 - 02.2021
- Facilitated productive meetings by preparing agendas, taking minutes, and following up on action items assigned to attendees.
- Assisted in hiring new employees by coordinating interviews, conducting reference checks, and participating in final selection decisions.
- Reviewed incoming correspondence for the General Manager''s attention, prioritizing urgent matters for swift resolution.
- Maintained a professional atmosphere within the office space through careful organization and cleanliness standards enforcement.
- Proactively anticipated the General Manager''s needs and provided timely assistance, ensuring their focus remained on high-priority tasks.
- Organized events and conferences, ensuring successful execution through meticulous planning and coordination efforts.
- Drafted professional documents such as memos, letters, and reports on behalf of the General Manager with keen attention to detail.
- Supported the General Manager in decision-making by providing accurate data, research, and reports.
- Maintained a well-organized filing system for easy document retrieval and improved office workflow.
- Provided excellent customer service to clients by addressing inquiries promptly and professionally.
Secretary to the Vice President
B-LED Company for Electronics and LED Technologies
02.2016 - 02.2019
- Enhanced executive efficiency by managing the Vice President''s calendar, scheduling appointments, and coordinating travel arrangements.
- Strengthened inter-departmental relationships with regular updates on key initiatives from the Vice President''s office to department heads or team managers.
- Facilitated seamless collaboration between the Vice President and other executives through efficient liaison work in setting up meetings and conference calls.
- Safeguarded sensitive information as a trusted confidante while handling confidential files pertaining to company operations or personnel issues.
- Streamlined office processes for increased productivity by organizing and maintaining filing systems and electronic databases.
- Contributed to the success of company initiatives by coordinating events, conferences, and presentations on behalf of the Vice President.
- Upheld high standards in customer service when representing the Vice President during interactions with clients or partners via phone or email communication.
- Demonstrated adaptability during periods of organizational change with seamless support for new priorities or initiatives assigned to the Vice President.
- Effectively managed incoming correspondence for prompt executive action by screening calls, emails, and postal mail while prioritizing urgent matters.
- Expedited decision-making processes by presenting accurate and timely information to the Vice President in easily digestible formats.
- Optimized executive workflow with proactive anticipation of needs including document preparation, equipment setup, and meeting materials coordination.
Education
Bachelor of Arts - The Eastern Languages Department
Al Mansoura University
Egypt 04.2001 -
English Conversation Course
The American University in Cairo
International Computer Driving License (ICDL)
Microsoft Office
Skills
Excellent organizational skills,
Attention to detail,
Discretion,
Cultural awareness,
and the ability to work under pressure while maintaining professionalism at all times
Timeline
Assistant Secretary to the Ambassador
The Philippines Embassy
06.2023 - Current
Personal Assistant to the Ambassador
The Embassy of Sierra Leone
03.2021 - 05.2023
Secretary to the General Manager
Power International Holdings (PIH)
01.2019 - 02.2021
Secretary to the Vice President
B-LED Company for Electronics and LED Technologies
02.2016 - 02.2019
Bachelor of Arts - The Eastern Languages Department
Al Mansoura University
04.2001 -
English Conversation Course
The American University in Cairo
International Computer Driving License (ICDL)
Microsoft Office
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