Ashjan Bin Mahfouz, Executive Secretory

Ashjan Bin Mahfouz

Executive Secretory

Arcadis

Location
Saudi Arabia
Education
Bachelor's degree, English
Experience
15 years, 5 months

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Work Experience

Total years of experience :15 years, 5 months

Executive Secretory at Arcadis
  • Saudi Arabia - Jeddah
  • My current job since December 2013

• Handle Administration aspects and logistics.
• Prepare outgoing correspondence; create, type, register, distribute and file.
• Manage incoming correspondence; receive, register, sort, distribute and file.
• Arrange and manage office requirements.
• Implement and manage soft and hard filling system.
• Monitor documents on PCM - Primavera Contract Management (Oracle) and extract weekly and monthly status reports.
• Update project logs
• Setup and coordinate meetings, conferences and events.
• Create, transcribe, and distribute meeting agendas and minutes.
• Assist project managers in procurement procedures; manage tendering phases and evaluation process.
• Translate documents internally as required.
• Perform other duties as assigned.
• HR duties: prepare the project team CVs, manage and implement interview feedback and assessment templates, created a new starter handbook and update it quarterly, conduct induction for the new joiners, create and manage team timesheets, update the annual holiday planner and send a monthly update to the client.
• Assist our regional HR department in a campaign to promote working and living in ME.
• Was part of Arcadis rebranding regional team the online committee (Website & Social media): collect KSA projects updated info and photos, choose right photos for publishing and edit them as necessary using adobe Photoshop CS3, upload contents such as project cases, photos, news and articles, and manage all staff related to the branding implementation in KT office including maintaining branding policies.
• Share knowledge: point of contact for our regional marketing and PR department, update site team with company internal campaigns, update KSA social news page on Arcadis social website (yammer) with any team activities and news, feed in our monthly regional magazine (Akhbar) with the latest team or project update

مدير مكتب at دله ستريم
  • Saudi Arabia - Jeddah
  • My current job since June 2012

- استقبال زوار المدير, الرد على الاتصالات والفاكسات والايميلات.
- قيام بعمل الخطابات وأرشفت الصادر والوارد.
- متابعة طلبات الشراء ومستلزمات المكتب
- القيام بعمل الدعوات والتجهيز للاجتماع وكتابة المحاضر والأجندة
- متابعة نظام الموظفين الحضور والانصراف والاجازات والغيابات وغيره من رواتب وسلف..
- عمل الحجوزات الازمة للفنادق والطيران وقاعات الاجتماعات

Finance Admin at Schindler Olayan Elevator Ltd
  • May 2013 to November 2013

• Provide overall admin support to the department management.
• Coordinate all logistics activities of implementing SAP system in the various areas of the project to meet project needs, priorities and deadlines.
• Work closely with SAP program manager, Implementers, LBOs and support Key-users in scheduling, arranging and conducting end-users trainings.
• Collect, analyze and update data related to SAP end-users training such as scheduling, bookings, evaluation, and trainees feedback.
• Collect time sheets from branches, follow up the data entry and prepare progress reports for the management.
• Maintain TCT system errors free, check for errors and report them to the concerned branch.
• Manage and coordinate all company legal matters with the law firm

Operator and Guest Service Center Manager at Jeddah Hilton Hotel
  • Other
  • November 2008 to October 2011

- الاشراف على قسم السنترال وخدمة النزلاء
- متابعة سير العمل لضمان جودة أداء الموظفين
- عمل طلبات التعيين وإجراء المقابلات وتدريب الموظفينةالجدد
- وضع الخطط التطويرية والتدريبية للموظفين
- توزيع المهام والجدول ( الشفتات والاإجازات) حسب مايتطلبه العمل
- تمثيل القسم أمام الإدارة العليا وفي الاجتماعات الشهرية والاسبوعية
- وضع خطط وتنفي برامج جديده للوصول لأقصى درجات رضاء العميل وقياس ذلك

Education

Bachelor's degree, English
  • at King abdulaziz university
  • February 2009

GPA

Specialties & Skills

Customer Service
Guest Service
Service Standards
Microsoft Office
MS Office
مهارات التواصل
طباعة

Languages

Arabic
Expert
English
Intermediate

Training and Certifications

سكرتارية تنفيذية (Certificate)
Date Attended:
August 2007
Valid Until:
August 2007
Attendance (Certificate)
Date Attended:
July 2002
Valid Until:
August 2002