Executive Secretary to the General Manager
Arabian International Company for Steel Structures (AIC)
Total years of experience :28 years, 11 Months
Administered and coordinated the numerous activities of the 2 General Managers (Administration & Operations) including: calendar/meeting coordination, travel planning and expenses, correspondences and office administration; Maintains effective working relations between the Company, its Clients and its Subcontractors; Provides high level of secretarial and administrative support to the General Management team; Handles departments and Company’s sensitive information with discretion to ensure confidentiality; Demonstrates proficiency in computer software applications to improve administrative work measurements and departmental performance standards; Works on Projects independently or as a member of a Team, utilizing the contributions of other team members to complete the projects; Officer- in-Charge of the Archive section towards (12) departments (organizes and maintains an effective records management system to ensure efficient storage, retrieval and disposal of documents); Supports staff in assigned project based work; Provides orientation to newly-hired staff; Ensures prudent and responsible cost management within own area of responsibility; Handles other special functions as required by the President, General Managers and Departmental Managers.
Administering and coordinating the daily activities of the Organizational Capability Director; Provides a variety of secretarial and clerical duties to Human Resources Department; Coordinates with the company’s Annual Operating Plan (AOP), annual bonus pay-out, salary reviews and other highly top confidential related matters; Coordinates with the documentation control of the company’s Policies and Procedures; Coordinates with the ORACLE System operations; Takes initiative to identify and resolve problems and issues to facilitate smooth running of the business; Prepares drafts of reports/correspondences based on oral instructions; Write replies to routine correspondence; Reviews, routes and follow-up all incoming and outgoing correspondences; Submits purchase requisitions for supplies, materials, parts and/or equipment needed; Reviews all papers for correctness and completeness prior to the signature of the Director; Establishes and maintains filing systems with strict confidentiality of the documents; Ensures the smooth flow of paperwork to relevant departments and personnel; Coordinates with the Training & Development as well as Recruitment activities of the organization; Other assignments as may be assigned by the Chief Operating Officer and/or the General Manager.
Served as Department Secretary/Administrative Assistant to the General Manager and to the Department Managers. Performs various assignments responsible for the completion of a final review and comments of department involved, i.e. Engineering, Waste Water and Sea Water Cooling, then for onwards submission to Royal Commission. Organizes/arranges meetings and daily activities of executives; Takes dictation and transcribes notes; Procures offices stationeries requirements of the department, as well as control disposal of the same; Attends to incoming/outgoing communications (faxes, emails, mails, etc.); prepares and composed various correspondences; Maintains and keeps various confidential documents and files; Arranges travel arrangements of the executives and staff of the department; Prepares Minutes of Meeting and circulate to all concern; Assists other departments (Legal Affairs, Accounting, etc.) administrative and clerical requirements; Other tasks and services as required and as to be assigned by direct superiors.
Served as Executive Secretary to the Managing Director and two (2) Deputy Managers. Works under the direct supervision of a manager of an office/department and performs various assignments with full responsibility for carrying out work through completion without additional guidance. Is responsible for the administration and execution of all reports, related data issued by the responsible manager, a confidential nature and other specifically designated duties. Performs with skill, accuracy and efficiency the various administrative and secretarial duties requiring general office experience and a general knowledge of established procedures, filing, reporting and forms control system. Renders additional duties and responsibilities as assigned.
Responsible towards keeping track of all customers inquiries, offers to be made and order confirmations’ processing as Company’s Inside Sales in-charge; Report directly to the Regional Manager; Manages, reviews and maintains systems to effect the smooth running of the business operations of Jeddah office on a day-to-day basis; Maintains and organizes systematic filing retrieval system, as well as maintains PC files back-up; Arranges meetings/appointments of the Executives; Handles travel arrangements (visa applications, airline booking and hotel accommodations, etc.); Coordinates with other group offices’ personnel as and when required; Build and maintain good rapport with new and existing clients; Schedule on time renewals for all company contracts (Personnel, Insurance, Lease, etc.); takes dictation direct inputting through computer; Provides Accounting functions (keeping track of all Office, Travel and Overhead expenses, as well as assists in collection of accounts receivables); Procurement of all office supplies requirements and ensures that the same is secured in advance; Composed reply letters to all incoming correspondences; Attends to some government related-matters (Business Visit Visa processing, etc.); Maintains and ensures that all office machines/equipment are in good conditions; Performs other tasks as may be assigned by the Executives to ensure smooth operations of the business.
Engaged my services as Executive Secretary to the Executive Director and to the Chairman’s Executive Assistant. Worked under the Office of the Chairman wherein duties and responsibilities were engaged towards various administrative and secretarial jobs, i.e. - inputs of various correspondences, financial reports, feasibility studies, etc.; Organize the meeting Agenda of the Executives; Takes and transcribes routine dictation; Sorts out incoming telexes/mails; Attends to incoming/outgoing of Executives; Provides full secretarial support to the Managers and to the department staff; Assists the Company’s Accountant in his daily activities, i.e. controls of petty cash, inputs of the financial reports, etc.; Prepares reply and intended letters and memos, Screens incoming calls/makes local and foreign calls for the Executives; Operates telex, facsimile and photocopying machines; Custodian of company’s administrative and confidential files; Prepares weekly/monthly attendance reports; Attends to insurance coverage and claims of staff; Duplicates and systematically files various documents; Arranges and maintains regular maintenance of office equipment; Identifies distribution of telephone/fax charges; Prepares different office forms; Arranges visa applications of the Executives and the department staff; Prepares annual seasonal cards for the Executives (Ramadan & Christmas season); Attends in processing of staff recruitment related matters; Doubles up in reception work; Others, as may be assigned and or required by the direct superior or the Chairman.
Joined the Company’s Human Resources Department (HRD) as Administrative Assistant & Training Coordinator.
Participated in the job either as Assistant or In-Charge of the following essential functions:
Inputs of various financial reports, as well as of regular and confidential reports; Process Firm’s scholars application (local and foreign) and scholars’ remittance; Prepares Statement of Account; Updates salary records, performance and promotions of all the staff members, as well as act as the custodian of the staff members’ Personnel files; Updates schedules of the training programs offers to the Executives and staff members of the Firm; Evaluates and recommends to the Vice Chairman such programs to be developed for onwards offer to the Executives and staff members; Prepares and submits evaluation reports to the Vice Chairman concerning various training programs attended by the Executives and staff members; Renewal of the professional IDs of the Engineers and CPAs of the Firm; Process employment contracts.
Assists in Firm’s annual events, i.e. Homecoming Alumni, Anniversary, Christmas programs, etc.; Conducts clearance of resigning staff; Composed various reports, correspondences, memos; Attends to the insurance coverage and claims of the Executives and staff members of the Firm; Coordinates in various projects and studies of the Personnel Division.
