MS Office, MS Outlook, Internet & Email
Ali Raza
Personal Secretary
Islamabad
Summary
Dedicated and driven secretarial professional capable of organizing paperwork, setting up contracts and managing mail with accuracy and efficiency. Looking for a challenging role with room for advancement. Experienced Office Management and Administration Professional experienced optimizing productivity, efficiency and service quality across various environments. Highly dependable, ethical and reliable support specialist and leader that blends advanced organizational, technical and business acumen. Works effectively with cross-functional teams in ensuring operational and service excellence. Highly organized and detail-oriented professional with strong work ethic and dedication to achieving goals. Skilled at developing and maintaining documentation systems, managing calendars and preparing reports. Knowledgeable in project management principles, business processes and customer service best practices. Proven track record of maintaining efficient office operations. Expertise in scheduling and coordinating meetings, managing travel and expense reports, and transcribing minutes. Organized and efficient Personal secretary supporting corporate level officers and senior management personnel with demonstrated expertise in financial and operational leadership. Adroit professional exemplifies multidisciplinary managerial skill in process, procedure and policy improvement initiatives. Accomplished in workflow optimization techniques implementation which increase productivity, reduce labor and maintain business integrity and quality of service. Hardworking and passionate job seeker with strong organizational skills eager to secure entry-level Personal secretary position. Ready to help team achieve company goals. Organized and dependable candidate successful at managing multiple priorities with a positive attitude. Willingness to take on added responsibilities to meet team goals.
Overview
23
23
years of professional experience
4
4
years of post-secondary education
1
1
Language
Work History
Personal Secretary
Private Power & Infrastructure Board, PPIB
Islamabad
07.2012 - Current
- Providing office support services in order to ensure efficiency and effectiveness to Director Projects (Hydel)/ Director General Projects (Hydel).
- Handling Electronic filing system and maintained electronic and paper files
- Automated office operations, managing client correspondence, record tracking and data communications
- Drafted meeting agendas, supplied advance materials and executed follow-up plans for meetings and team conferences
- Strengthened traceability by developing organization systems for contracts, records, reports and agendas
- Planned weekly department meetings and prepared conference rooms
- Managed receptionist area, greeting visitors and responding to telephone and in-person enquiries during COVID-19 Pandemic
- Compiled and uploaded files into records management system
- Greeted visitors and appropriately directed to designated areas
- Communicated with Project Companies Officers / Staff to process services and deliver instructions on behalf of office management
- Efficiently scheduled meetings, appointments and travel
- Executed on-time, special assignments as outlined by senior leadership
- Answered phones and performed clerical office functions
- Walked visitors to appropriate staff member or meeting location
- Coordinated staff travel arrangements and gathered documents for management and executive staff meetings and trips
- Coordinated materials for program needs, including physical files, tracking spreadsheets and update reports
- Improved communication efficiency as primary liaison with
- Departments/ Project Companies
- Reviewed incoming correspondence and determined priority and required action
- Tagged, organized and stored physical files
- Coordinated daily and weekly schedules and monthly calendar obligations for office personnel
- Supported section operations, managed correspondence, tracked records and handled internal communications
- Made copies, sent faxes and handled all incoming and outgoing correspondence
- Managed new files and retrieval requests with speed and accuracy
- Liaison with members of staff internally and to external contacts
- Receive, direct and reply telephone messages and fax messages
- Maintain the general filing system and maintain all correspondence
- Assist in the planning and preparation of meetings, conferences and conference telephone, taking of minutes of the meetings and note keeping
- Respond to inquiries as directed
- Provide word-processing and secretarial support & Typing of confidential documents
- Prepare DFA (Draft for approvals) for routine office communication.
- Created and maintained detailed administrative processes and procedures to drive efficiency and accuracy.
- Managed phone and email correspondence and handled incoming and outgoing mail and faxes.
- Established administrative work procedures to track staff's daily tasks.
- Assisted coworkers and staff members with special tasks on daily basis.
- Opened and properly distributed incoming mail to promote quicker response to client inquiries.
- Managed filing system, entered data and completed other clerical tasks.
- Transcribed and organized information to assist in preparing speeches and presentations.
- Completed forms, reports, logs and records to quickly handle all documentation for human resources.
- Surpassed team goals by partnering with colleagues to implement best practices and protocols.
- Interacted with vendors, contractors and professional services personnel to receive orders, direct activities, and communicate instructions.
- Identified and recommended changes to existing processes to improve accuracy, efficiency, and quality service.
- Organized logistics and materials for each meeting and took detailed notes for later dissemination to key stakeholders.
- Performed research to collect and record industry data.
- Built and maintained excellent customer relationships through timely response to inquiries and going above and beyond to accommodate unusual requests.
- Managed paper and electronic filing systems by routing various documents, taking messages and managing incoming and outgoing mail.
- Facilitated timely delivery of special projects to meet organizational and departmental objectives.
- Liaised between clients and vendors and maintained effective lines of communication.
- Continually sought methods for improving daily operations, communications with clients, recordkeeping and data entry for increased efficiency.
- Supported company leaders by managing budgets, scheduling appointments and organizing itinerary.
Office Assistant
COMSATS University
Islamabad
07.2006 - 07.2012
- Documentation, Handling Mail, Typing Work, Drafting work and File
- Management
- Dealing with Foreign Faculty, Scholarships, Training
- Seminars, Coordination and Liaison
- Designed electronic filing system and maintained electronic and paper files
- Automated office operations, managing client correspondence, record tracking and data communications
- Facilitated working relationships with co-tenants and building management
- Drafted meeting agendas, supplied advance materials and executed follow-up plans for meetings and team conferences
- Strengthened traceability by developing organization systems for contracts, records, reports and agendas
- Planned weekly department meetings and prepared conference rooms
- Managed receptionist area, greeting visitors and responding to telephone and in-person enquiries
- Compiled and uploaded files into records management system
- Greeted visitors and appropriately directed to designated areas
- Communicated with contractors and vendors to process orders, request maintenance services and deliver instructions on behalf of office management
- Answered incoming phone calls and sorted, distributed and sent mail correspondence
- Efficiently scheduled meetings, appointments and travel
- Executed on-time, special assignments as outlined by senior leadership
- Answered phones and performed clerical office functions
- Walked visitors to appropriate staff member or meeting location
- Coordinated staff travel arrangements and gathered documents for management and executive staff meetings and trips
- Coordinated materials for program needs, including physical files, tracking spreadsheets and update reports
- Improved communication efficiency as primary liaison with
- Departments/ Project Companies
- Reviewed incoming correspondence and determined priority and required action
- Tagged, organized and stored physical files
- Coordinated daily and weekly schedules and monthly calendar obligations for office personnel
- Supported section operations, managed correspondence, tracked records and handled internal communications
- Made copies, sent faxes and handled all incoming and outgoing correspondence
- Managed new files and retrieval requests with speed and accuracy.
Punching & Verifying Operator
Educational Planning
Islamabad
03.2006 - 05.2006
- Demonstrated leadership skills in managing projects from concept to completion.
- Managed time efficiently in order to complete all tasks within deadlines.
- Organized and detail-oriented with a strong work ethic.
- Completed general labor tasks such as loading and unloading materials, cleaning up job sites and operating heavy machinery.
- Developed strong communication and organizational skills through working on group projects.
- Worked well in a team setting, providing support and guidance.
- Gained extensive knowledge in data entry, analysis and reporting.
- Acted as a team leader in group projects, delegating tasks and providing feedback.
- Worked effectively in fast-paced environments.
Data Entry Operator
Pakistan Revenue Automation Limited
Islamabad
11.2005 - 02.2006
- Worked at Administration Department
- Data Entry at I-15 Forms project and National Sales Tax Forms project 2006.
Data Entry Operator
Pakistan Bait-ul Mal
Ghizer, Gilgit GB
08.2003 - 05.2005
- Scanned documents and saved in database to keep records of essential organizational information.
- Verified data files prior to entry to maintain high data accuracy.
- Entered numerical data into databases with speed and accuracy using 10-key pad.
- Completed data entry tasks with accuracy and efficiency.
- Sorted documents and maintained organized filing process.
- Organized, sorted, and checked input data against original documents.
- Produced monthly reports with advanced Excel spreadsheet functions.
- Corrected data entry errors to prevent duplication or data degradation.
- Searched, extracted and interpreted information to determine correct input procedure.
- Coded and processed applications into required electronic formats.
- Evaluated source documents to locate needed information.
- Maintained files, records and chronologies of entry activities.
- Sent completed entries for evaluation and final approval.
- Compiled and verified accuracy and sorting information to prepare source data for computer entry.
- Resolved discrepancies in data entry activities for accurate, complete jobs.
- Developed and maintained databases to store customer information.
- Created and maintained data entry logs to track data entry activities.
- Verified accuracy of data entered into system to produce error-free reports.
- Followed established procedures to enter and process data correctly.
- Collated and organized data entry documents into filing systems for easy access.
- Communicated with supervisors and colleagues to process data quickly and resolve discrepancies.
- Developed data entry policies and procedures in compliance with company standards.
- Secured and protected data from unauthorized access by complying with security protocols.
- Entered data into various computer systems accurately using Microsoft Office Suite.
- PBM worked on the issues of Child Labor, Eradication of illiteracy and poverty alleviation projects to all Pakistan level.
- Data Entry at Tawana Pakistan Project was designed by the Federal Government of Pakistan which was the pilot project of Pakistan.
- It was a nutritional and school improvement package for 5-12 years children in poverty districts of Pakistan under the command of Pakistan Bait-ul-Mal (Ministry of Social Welfare and Special Women Education Islamabad (Pakistan).
Sub Coordinator (Assistant)
Al-Khair University
Islamabad
03.2001 - 09.2001
- Proved successful working within tight deadlines and a fast-paced environment.
- Applied effective time management techniques to meet tight deadlines.
- Learned and adapted quickly to new technology and software applications.
- Passionate about learning and committed to continual improvement.
- Ran errands and provided general office support in a professional environment.
- Gained extensive knowledge in data entry, analysis and reporting.
- Proven ability to learn quickly and adapt to new situations.
- Completed paperwork, recognizing discrepancies and promptly addressing for resolution.
- Cultivated interpersonal skills by building positive relationships with others.
Data Entry Operator
Jaffer Brothers (Pvt.) Limited, Pvt Ltd
Islamabad
08.2000 - 05.2001
- Data Entered at NADRA ID Card and Election Lists Project under the command of Jaffer Brothers Private Limited Islamabad (Pakistan).
- Verified data files prior to entry to maintain high data accuracy.
- Entered numerical data into databases with speed and accuracy using 10-key pad.
- Scanned documents and saved in database to keep records of essential organizational information.
- Completed data entry tasks with accuracy and efficiency.
- Sorted documents and maintained organized filing process.
- Organized, sorted, and checked input data against original documents.
- Produced monthly reports with advanced Excel spreadsheet functions.
- Corrected data entry errors to prevent duplication or data degradation.
- Searched, extracted and interpreted information to determine correct input procedure.
- Coded and processed applications into required electronic formats.
- Evaluated source documents to locate needed information.
- Maintained files, records and chronologies of entry activities.
- Sent completed entries for evaluation and final approval.
- Compiled and verified accuracy and sorting information to prepare source data for computer entry.
- Resolved discrepancies in data entry activities for accurate, complete jobs.
- Developed and maintained databases to store customer information.
- Created and maintained data entry logs to track data entry activities.
- Verified accuracy of data entered into system to produce error-free reports.
- Followed established procedures to enter and process data correctly.
- Collated and organized data entry documents into filing systems for easy access.
- Communicated with supervisors and colleagues to process data quickly and resolve discrepancies.
- Secured and protected data from unauthorized access by complying with security protocols.
- Developed data entry policies and procedures in compliance with company standards.
- Entered data into various computer systems accurately using Microsoft Office Suite.
Circulation Clerk
English Newspaper Daily "The Muslim"
Islamabad
05.1998 - 11.1998
- Worked in Circulation Department
- Where prepared correspondence, office record, distribution of newspaper in all cities of Pakistan
- Maintained the record of Accounts/ Billing as per need of the Office and instructions by Manager HR.
- Successfully completed check-in and check-out procedure for visitors taking or returning library books and audio materials daily.
- Called patrons about missing books and late returns.
- Enabled ease of material location by replacing returned items in alphabetical order to library shelves.
- Answered questions from customers and staff.
- Assisted with sorting and routing of mail items for library employees.
- Showed library patrons where specific book collections were.
- Distributed reference materials to employees or customers.
- Set up library displays with new and promoted books.
- Delivered excellent guest services by answering inquiries from visitors.
- Sorted incoming and outgoing mail.
- Stored records or related materials to keep items orderly and logged correctly.
- Ordered materials, supplies, or stationary items.
Telephone Operator
English Newspaper Daily "The Muslim"
Islamabad
05.1996 - 11.1998
- Collected and verified telephone numbers, addresses, and proper spelling of names.
- Operated switchboard and routed incoming calls to appropriate departments.
- Supported staff by managing 500 calls per day efficiently while maintaining professionalism and upbeat tone.
- Resolved customer issues and complaints promptly and politely, upholding satisfaction.
- Identified service improvement opportunities through call volume and performance reports.
- Responded to customer inquiries with patience and positivity to establish excellent first impression.
- Connected callers with appropriate professional, department, or business.
- Followed up on customer inquiries to confirm issues were adequately addressed.
- Maintained detailed customer call and inquiry logs for performance monitoring.
- Assisted colleagues with achieving task requirements, aiding team productivity and performance.
- Directed incoming calls to internal personnel and departments, routing to best-qualified department.
- Processed customer payments for timely, accurate order fulfillment.
- Maintained accurate records of calls placed and received.
- Installed software applications to track customer calls and enable improved insight.
- Monitored call queues and worked quickly to answer and resolve inquiries within target timeframes.
- Remained calm and poised in stressful situations, diffusing angry callers and mitigating issues.
- Received incoming calls and paged individuals and departments over PA system.
- Warmly greeted callers and offered assistance in transferring to appropriate department or employee.
- Gathered customer information and promptly input data into computer system.
- Reviewed customer feedback to determine strategies for improving customer service.
- Assisted over 500 customers daily by answering questions and transferring to appropriate departments.
- Troubleshot issues with telephone equipment and software to keep systems functional.
- Properly directed inbound calls in phone queues to improve call flow by 100%.
- Performed data entry operations to update database with customer responses.
- Collected personal information from customers to accurately document requests.
- Attended safety training meetings to learn procedures for handling medical and fire emergency calls.
- Performed minor troubleshooting on communications equipment to alleviate downtime.
- Operated computers and fax machines to send and receive messages to customers and coworkers.
- Handled customer complaints using strong engagement, research and issue-resolution skills.
- Managed high volume of incoming calls from customers, providing outstanding customer service to callers.
Education
I. Com (Intermediate) - Commerce/ Accounts
F.G. College of Commerce
H-8/4 Islamabad (Pakistan) 04.1995 - 05.1998
Matriculation - Science
F.G. High Secondary School No. 3
Sector: G-7/3-1 Islamabad (Pakistan) 03.1994 - 04.1995
Advance Diploma in Computer Sciences
Super Tech Institute of Computer Sciences
Rawalpindi (Pakistan) 08.1999 - 11.1999
Skills
Office resource managementDeveloping presentations
Typing Speed 50 wpm (English)
Have extra ordinary skills in preparing power point presentationsAdvance excel, MS Word etcFluent in both verbal and written communication in English language
Able to do follow ups efficiently with observing the deadlines strictlyStore (Warehouse) duties maintaining inventories in the softwarePlanning & OrganizingAdministrative SkillsExcellent Communication SkillsTime Management SkillsCapable of Multi tasksProficient in MS office, Internet & EmailPerform other related duties as requiredDependable and Responsible
Decision-Making
Active Listening
First Aid/CPR
Organization and Time Management
Excellent Communication
Attention to Detail
Self-Motivated
Problem-Solving
Critical Thinking
Teambuilding
Good Telephone Etiquette
Teamwork and Collaboration
Multitasking Abilities
Cultural Awareness
Able to understand new software quickly
Data entry Software Proficiency
Social media knowledge
Business correspondence
Records management
Meeting minutes
Scheduling
Document conversion
Sorting and labeling
Program files maintenance
Transcription and dictation
Recordkeeping
Customer and client relations
Spreadsheet management
Multi-line phone proficiency
Presentation design
Paperwork drafting
Office management
Documentation and control
Meeting arrangements
Workflow planning
Customer relations and communications
Filing and data archiving
Travel planning
Scheduling and calendar management
Software
Interests
Reading books and articles
Cricket, Football, Gymnasium
I was a Captain of my School circket team in High School.
I played Football also in the College team.
I go to the Gymnasium time to time when I got time everyday.
Timeline
Personal Secretary
Private Power & Infrastructure Board, PPIB
07.2012 - Current
Office Assistant
COMSATS University
07.2006 - 07.2012
Punching & Verifying Operator
Educational Planning
03.2006 - 05.2006
Data Entry Operator
Pakistan Revenue Automation Limited
11.2005 - 02.2006
Data Entry Operator
Pakistan Bait-ul Mal
08.2003 - 05.2005
Sub Coordinator (Assistant)
Al-Khair University
03.2001 - 09.2001
Data Entry Operator
Jaffer Brothers (Pvt.) Limited, Pvt Ltd
08.2000 - 05.2001
Advance Diploma in Computer Sciences
Super Tech Institute of Computer Sciences
08.1999 - 11.1999
Circulation Clerk
English Newspaper Daily "The Muslim"
05.1998 - 11.1998
Telephone Operator
English Newspaper Daily "The Muslim"
05.1996 - 11.1998
I. Com (Intermediate) - Commerce/ Accounts
F.G. College of Commerce
04.1995 - 05.1998
Matriculation - Science
F.G. High Secondary School No. 3
03.1994 - 04.1995