Executive Secretary to the CEO & Vice President
GTCL
Total years of experience :30 years, 8 Months
Working as Executive Secretary & Office Manager to the CEO & Vice President of GTCL, Al Khobar, who is also the owner of the company. Apart from daily routine as Executive Secretary, among the broad duties and responsibilities that I am involved with are as described below:
a. Logistics / Warehousing / Purchase
c. Marketing
d. Sales and Distribution
e. Human Resources:
f. Finance Follows-ups: Coordinate very closely for supplier payment and other overdues.
g. VP Personal Business: Attending Parallel business unit of the VP such as Home Lenin,
Doing purchase & outsourcing from various counties for entire range of Home Lenin.
Regular Duties
As below
Worked as an Executive Secretary with Batelco Jeraisly Limited in Riyadh
Maintains a monthly, weekly and daily log of appointments, meeting travel plans and social events calendar on a timely manner advising the Director(s) of any possible conflicts in scheduling.
Processes all incoming correspondence such as regular mail, courier envelops, faxes, e-mails, telephone calls which are addressed to the Director(s) distributing these to the appropriate departments & individual and where action is require, ensuring that these are acted upon in a efficient and productive manner.
Ensure the correct and smooth flow of paperwork to and from the Director’s office to relevant department and / or sections, affiliates or sister institutions, governmental agencies, etc, .
Takes dictation, types reports, memorandums, and other types of correspondences and distribution them as advised.
Maintains all required registries log for incoming and outgoing mail, faxes, e-mails and other types of correspondence.
Maintains an organized filing and follow-up systems for all correspondence ensuring that relevant files are kept in order and up to date.
Ensures that office equipment required in the section in maintained and in perfect working order at all times and that a constant supply of necessary forms. Letterhead business cards are available.
Arranges appointments and meetings; takes minutes; and maintains agenda.
Answers telephone calls, screens them, and directs them to the Director’s
Makes travel arrangements (flight and hotel reservation, visa requirements, car rentals etc.) for the Director’s as required.
Maintains the Directors informed of requests for visits by VIP’s, government officials, diplomatic personnel in the countries and makes any special necessary meeting arrangements.
Exe. Secretary & HR Coordinator to the Exe. Director(s) and General Manager(s) with Al Faisaliah Group during the course of my employment with Al Faisaliah Group I was transferred to the Al Faisaliah Internet Services and Technology “AwalNet” a subsidiary of Al Faisaliah Group).
Manage Executive Director’s & General Managers calendar and independently schedules appointments.
Screens incoming calls, correspondences, and responds independently when possible.
Prepares memorandum outlining and explaining administrative procedures and policies to supervisory workers, and monitors complains.
Directs preparations of records such a agenda, notes notices, minutes and resolutions for corporate meetings.
Acts as custodian of corporate documents and records.
Takes and transcribes dictation, and composes and prepares confidential correspondence, reports, and other complex documents.
Creates and maintains database and spreadsheet files.
Arranges detailed travel plans and itineraries, compiles documents for travel related meetings, and accompanies supervisor when requested.
Records employee information such as personal data, compensation, benefits insurance claims & facilities, attendance (time-keeping) performance reviews or evaluations, and termination data & reason.
Processes employment application and assists in other employment activities.
Updates employee files to document personnel actions and provide information for payroll and other uses.
Examines employees files to answer inquires and provides information to authorized persons.
Compiles data form personnel records and prepares reports.
Administers and scores aptitude, personality, and interest tests.
Computes wages and records data for use in payroll processing.
Compiles and maintains records for use in employees benefits administration.
Acts on medical insurance to assists employees of the establishment.
Office Administrative Secretary with Saudi Medicare Co. Ltd. (El Seif Health Care Group) in Riyadh.
All types of correspondence such as letters, memorandums, policies presentation, reports speeches, etc., from either notes, or drafts or dictation, in a accurate, neat and timely manner as assigned by the Vice President, Project Directors, Operations Directors and Human Resources Directors and maintain confidentiality.
Scheduling meetings, preparing monthly calendar, maintaining appointment calendar and conference room schedule log, documenting accurate times and contacting appropriate individual.
Maintaining and distributing minutes.
Prioritizes workload to complete correspondence and documents in a timely manner by establishing deadlines.
Preparing food services requests and room set-up requests for meeting and other special function in a timely and cost effective manner. Also making reservations when required; arranging meeting room accommodations, ensure availability of audiovisual equipment if necessary.
Assists in maintaining the permanent files and records of the Company.
Coordinating all Board meeting preparations, Disseminates material, drafts agenda and prepares board packets.
Screening and refers all incoming calls and head office visitor to ensure that accurate and timely Company communications is facilitated and that the Company is presented in a positive manners.
Maintaining Administrative records and establishing filing system to ensure the expeditious retrieval of information.
Maintaining office supply inventories and other specific materials needed by the Vice President, Project Director, Operations Directors and Human Resources Director.
In charge of making travel arrangements for all the senior staff of the Company and it’s branches in various places of the Kingdom and Countries.
Scheduling travel reservations in an efficient, timely and cost effective manner.
Perform other tasks that may be assigned from time to time.