Executive Secretary
Nesma and Partners Constructing Co., Ltd ( Saudi Aramco Project and Petro Rabigh) Project
Total years of experience :27 years, 7 months
Coordinating and maintaining day to day administrative and secretarial services and coordinating all administrative activities to ensure meeting requirements, achieved through scheduling meetings, maintain office supply and security, handling calls request, preparing and filling documents, and running follow-ups actions required conveying the mail of the direct supervisor for outward transmission and receiving incoming mails etc; handling telephone calls, responding to received faxes and e-mails and answering enquiries as appropriate arrange VIP’s and prepare miscellaneous duties and assigned.
Performing activities such as organizing meetings, scheduling meeting rooms, issuing ticket reservations, making sure those efficient and effective administrative systems are being develop and implemented. Checking for the proper maintenance of all of site office supplies and facilities, ordering office stationery, recommending office cleaning and other office requirement. Receiving visitors and corporate guest and making sure that hospitality is provided as required. Generating documents (letters, minutes of meeting, reports, etc.) as directed, in addition to handling and maintaining all confidential information. Maintaining and updating lists of contact persons and entities for reference. Coordinating with secretaries to interact and arrange meetings with managers. Coordinating with all departments to respond to their enquiries and request. Communicating with concerned people to arrange for meetings and respond to their enquiries and letters.
Undertakes typing of memos, encoding and control over incoming / outgoing communication, documentation etc; prepare miscellaneous duties assigned.
Responsible included, purchase requisition, issuing payment to the supplier, receiving invoices and send to head office, prepare weekly petty cash expenditure of the project. Responsible weekly attendance / and monthly overtime summaries for the project. Undertakes general site administration.
The position undertakes clerical accounting project responsibilities. Maintaining and ensuring appropriate journal entries in the system, preparing schedules of appropriate disbursement payment from site project, responsible of account receivables.