Corporate - Executive Secretary
Assured Oilfield Services
Total years of experience :16 years, 5 months
• Performs the Secretarial functions of the company;
• Carries out the duties/Substitutes the Executive Assistant in cases of unavailability;
• Performs the HR and Purchasing Functions;
• Supports and coordinates with the Operations Department for Installation and Maintenance projects;
• Receives, screens phone calls, redirect them when appropriate and organize tele conference;
• Handles and prioritizes all outgoing or incoming correspondence (e-mail, letters, packages etc.);
• Handles confidential documents ensuring they remain secure;
• Prepares Contracts and coordinate with relevant departments;
• Maintains electronic and paper records ensuring information is organized and easily accessible;
• Conducts research and prepare reports as assigned;
• Devising and maintaining office systems, including data management and filing;
• Arranging travel, visas and accommodation and, occasionally, take notes or dictation at meetings or to provide general assistance during presentations;
• Screening phone calls, enquiries and requests, and handling them when appropriate; • Organising and maintaining diaries and making appointments;
• Dealing with incoming email, faxes and post, often corresponding on behalf of the manager; • Carrying out background research and presenting findings;
• Producing documents, briefing papers, reports and presentations;
• Organising and attending meetings and ensuring the manager is well prepared for meetings;
• Liaising with clients, suppliers and other staff.
• In charge of Office Management.
• Monitoring and processing of Office’s essential requirements such as trade license, office lease and etc
• Recording office expenditure and managing the budget;
• Managing filing systems;
• Developing and implementing new administrative systems, such as record management;
• Organizing the office layout and maintaining supplies of stationery and equipment;
• Maintaining the condition of the office and arranging for necessary repairs;
• Organizing and chairing meetings include typing the agenda and taking minutes,;
• Writing reports for senior management and delivering presentations;
• Responding to customer enquiries and complaints;
Position Title : Admin cum Receptionist
Length of Stay : October 2011 - Oct 2013 (Finished Contract)
Company Name : Dubai Enterprises, L.L.C.
Nature of Business : Real Estate and Trading
• Responsible in handling telephone calls for the two sister companies (Real Estate and Trading).
• Provides general office functions: answer telephones, screen, sort and route mails.
• Responsible in answering Queries to Walk in Clients.
• Handles and strictly monitors the documentation for the incoming and outgoing mails.
• Involved in purchasing actions such as doing LPOs and gathering quotations.
• Provides administrative support to the two CEOs, such as arranging business travels, following up important projects and coordinating meetings as well.
• Serves as the HR Assistant (calling and arranging interviews, functioning as a Proctor in conducting Tests for the applicants)
• Versed in the process of Insurance renewals and Vehicle Registrations.
• Has the knowledge in Memo Writing and Business letters for the Tenants and Employees.
• Has the knowledge in Tally ERP 9 and Power Accs.
• Handles the petty cash and provides detailed reports.
Position Title : Client Service Clerk
Length of Stay : Aug 03 2008 up to Sept 2011 (end of contract)
Company Name : Caspian Middle East L.L.C.
Nature of Business : Advertising
Responsibilities:
• Administrative cum Receptionist
• Provides administrative support to the Managing Director of the Company
(Developed the expertise in following up such important projects)
• Responsible for scheduling and coordinating business meetings and as well as arranging business travel for the Managing Director of the Company
• Provides general office functions: answer telephones, screen, sort and route mail
• Responsible for interactive communication internationally (email and phone calls)
• Prepares and organizes the artworks and translations needed by the clients for print ads
• Well versed in handling and updating the Digital Filing and important Contacts (PST) of the company
• In charge of doing the documentaries for the cargo shipping of the company
• Responsible for purchasing actions such as gathering of quotations and coordinating with the suppliers internationally
• Involved in Print Analyses for the “below the line advertising” of the company at a great extent
• Strictly monitors the commercials run by the Media and prepares consolidated/updated report monthly
• Handles the petty cash and doing monthly reports
Dean's Lister of 2005 Second Best Thesis in Marketing
