Chitra Sasi, Senior Executive Secretary/Personal Assistant

Chitra Sasi

Senior Executive Secretary/Personal Assistant

Y.K. Almoayyed & Sons

Location
Bahrain - Manama
Education
Master's degree, Business Administration
Experience
20 years, 8 months

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Work Experience

Total years of experience :20 years, 8 months

Senior Executive Secretary/Personal Assistant at Y.K. Almoayyed & Sons
  • Bahrain - Manama
  • My current job since June 2010

•Perform research and prepare briefing papers / reports for the Managing Director
•Understanding the key corporate decisions, strategies and policies in order to understand and fully support the Managing Director and give advice and information as required.
•Managing customer complaints coming into the Managing Director office - logging all customer contact including customer complaints, seeking solutions, responding to complaints on behalf of the Managing Director and ensuring complaints are responded to within target times.
•Dealing with difficult, irate and vulnerable customers often with complex needs and ensuring their issues are addressed and having the ability to calm situations.
•Designing, developing, implementing and modifying systems and processes to support a fast paced environment that is growing and changing to support the work of the Managing Director .
• Acting as the key contact point with HR for the Managing Director in respect of HR issues such as appeals, restructure, recruitment, disciplinaries, grievances. To organize the above inline with company policies and procedures and to ensure that all the relevant paperwork and documentation is in place and all relvant officers and staff have all the necessary information.
•Planning and organizing meetings, events, conferences, travel arrangements and staff functions, accommodation and any special requirements. Ensuring the above is undertaken is the most value for money way.
•Managing the Managing Director competing priorities and make decisions in their absence on those issues that can be resolved.
•Taking decisions on diary management, e.g. deciding the best use of time, best itinerary to make the most of the Managing Director’s time, proposing solutions to diary matters, deciding if meetings should be attended by the Managing Director.
• Managing and maintaining the Managing Director’s extremely busy and constantly changing diaries. Ensuring colleagues are aware of changes that affect them in a timely manner. Having the skills to manage multiple diaries and commitments.
•Ensuring the Managing Director is briefed on all meetings, collating relevant papers and materials and maintaining an effective bring forward system for all. Undertaking research to support meetings and allowing any required preparation time.
•Ensuring all actions from meetings and correspondence are recorded, actioned and reported including actions from Board, Sub-Committees and Corporate Board.
•Managing the diary forward planning to ensure the Business Planning cycle is accounted for a minimum of one-year in advance e.g., Board meetings and preparation, Business Planning and Business Plan Review, Budget, financial reporting etc. Also ability to manage unplanned events.
•Managing, monitoring and maintaining the Managing Director Email and correspondence. Taking initiative to respond on behalf of the Managing Director where appropriate and redirecting queries to a relevant officer for a response. To produce, draft and proof correspondence.
•Managing all room bookings on behalf of the Company, ensuring the rooms are set up, booked and times are communicated.
•Developing and maintaining the filing and information systems (electronic and hard copy) ensuring archive material is safe and can be speedily retrieved.
• Dealing with incoming email, faxes and post, often corresponding on behalf of the director.
•Preparing agendas and collecting material for meetings, speeches and conferences and keeping records of proceedings.
•Ensuring that all the work is carried out with quality, high standard and timeliness, maintaining confidentiality at all times.
•Supporting the Managing Director through research and providing first draft of letters, communications materials, presentations etc. Producing good quality presentations including Powerpoint and written briefings.

Executive Secretary/Finance Co-ordinator/ Admin & HR Assistant at The Kingdom Group
  • Other
  • October 2009 to June 2010

•Follow-up with the customers on the outstanding payments.
•Checking, dispatch and delivery of Invoices.
•Handling correspondence on behalf of General Manager and maintained important files and records with necessary correspondence.
•Formulating synchronized sales, after sales, marketing strategies and budgets for respective area of operation to ensure achievement of relevant targets.
•Responsible for all internal communications related to HR and Admin by effective communication channels.
•Review performance of Employees.
•New Project coordination
•Preparing quotations and co-ordinating with the sales executives.
•Preparing weekly/sales collection reports of the company.
•Screening calls and mails, prioritized work flow and followed-up on the pending issues.
•Preparation and settlement of petty cash advance/vouchers.
•Scheduled meetings, prepared agendas, managed travel itineraries and prepared General Manager’s expense reports.

Project Co-ordinator, Document controller, administrator, exectuive secretary at Almoayyed Landscaping & Swimming Pools
  • Other
  • December 2006 to October 2009

•Screening calls and mails, prioritized work flow and followed-up on the pending issues.
•Preparing quotations, project submittals, operation manuals, tender documents, internal memos, project estimation etc.
•Preparing foreign and local purchase orders and forwarding of all material related invoices and delivery notes to the purchase departments.
•Preparation of sub-contactor payment certifications, monthly valuations and inter department adjustments for projects.
•Preparation of monthly and yearly job reports of projects for the accounts personnel.
•Preparation of project costing, estimations, dry costs, approvals, raising enquiries, comparisons and finalization of suppliers.
•Preparation and settlement of petty cash advance/vouchers.
•Scheduled meetings, prepared agendas, managed travel itineraries and prepared General Manager’s expense reports.
•Follow-up and co-ordination with the sites supervisors and engineers on material requirement, placements and bookings for projects.
•Co-ordination with the inventory and store personnel on stock availability and material arrivals/placement.
•Coordinate the interviewing process between management and ‘new hire’ candidates.
•Handled correspondence on behalf of General Manager and maintained important files and records with necessary cross references.
•Assist the General Manager in the preparation of yearly budgets, profitability reports.
•Develops and maintains detailed project schedule which includes administrative tasks and all sites involved in the project.
•Coordinate meetings, including travel arrangements and expense reports. Maintain Project Managers calendars.
•File all project documents (hard and soft copies)
•Responsible to track project changes and produces updated site based schedule as agreed with project management.
•Responsible to take input from project engineers to develop and maintain the detailed schedule.

Education

Master's degree, Business Administration
  • at The Global Institute
  • October 2011

Specialties & Skills

Social Media
Business Development
Microsoft Office
MS Office Automation
Administration
MS Office Package/ERP/DBMS/MS Access

Languages

English
Expert