Executive Secretary
Gargash Lighting Systems LLC
Total years of experience :12 years, 7 months
✓ Gargash Lighting Systems LLC
Suppliers of Light Fixtures
Executive Secretary
March 2007 to February 2013
The position reports to the General Manager
Responsibilities included ensuring flawless documentation & seamless operations in support of General Manager:
• Answering employee queries and ensuring that all queries are handled in a timely and effective manner.
• Maintenance of Attendance Register (Maintaining working time / flexi time records)
• Staff Administration including Holiday and Sick Leave tracking.
• Staff Movement (Employee's meeting schedule)
• Petty Cash.
• Setting up job interviews - advertisements, responses, informing candidates & preparing applicant evaluation papers.
• Assisting in developing and implementing the organizations policies and procedures.
• Preparing the monthly stationery order for the HR team.
• Keeping the internal telephone lists up to date.
• Maintaining and updating the filing system, ensuring that efficient and accessible filing and administration systems are maintained. This includes: o Creating new employee personnel files.
o Ensuring that all necessary employment documents are received and filed.
o Ensuring that all employee documents are accurately filed and sorted, e.g. sickness certificates, interview notes etc.
o Removing all leaver's personnel files from the current employee's filing cabinet.
o Filing Exit Interviews on the leaver's files.
• Preparing letters for employees as requested, e.g. No Objection for travel, Salary Certificate etc.
• Dealing with annual leave and maternity leave queries, processing requests and keeping leave and cover records up to date.
• General Office Maintenance such as Computers / Fax etc.
• Incoming -Outgoing Faxes / Couriers.
• Coordinating Travel Plans / Hotel Stay.
• Staff Welfare.
• Organizing Internal Meetings.
• Ensures classified correspondence is properly marked & controlled.
• Assisting the General Manager with necessary action.
• Overall Responsibility for the smooth running of the Office. Making sure that all
Office Systems are managed and maintained, including Staff Recruitment Files,
Stationery Log and Stock Checks.
✓ Eurostar Group of Companies
Dealing in Satellite Hardware, Consumer Electronics, Real Estate, Courier.
Executive Secretary
December 2005 - December 2006
The position reported to the Chairman.
Duties: • General Correspondence such as Emails, Letters, Faxes, Memos, Inter Office Correspondence, Messages, Courier, File Management.
• Coordinating day-to-day operations with the Chairman and Senior Managers.
• Diary Management, which includes scheduling daily meetings for the Chairman along with necessary follow-ups.
• Scheduling Business Travel Arrangement that includes organizing of invitation letters and communicate with different consulates in order to arrange for required visas for travel to the concerned country.
• Handle Ticket and Hotel Bookings for the Chairman.
• Arrange Hotel Accommodation, transportation and gifts for Official Visitors and provide general assistance to them.
• Setting up meetings and booking conference room for the same.
• Registering for Exhibitions and Events related to interest of the Company.
✓ Gulf Inject LLC
Pharmaceutical Manufacturing Company.
Secretary
February 1999 - July 2004
The position reported to the General Manager.
Duties: • Typing Letters, Sending Faxes & E-Mails.
• Handling Office Correspondence.
• Handling Business Travel Arrangement, Hotel Bookings, Tour Bookings for the G.M.
• Arrangement of Hotel Accommodation and Visa's for Visitors.
• Fixing Appointments for Meetings, Conferences etc.
• Possess Excellent Telephone Skills.
• Routine Filing, Maintenance of Files and Documents.
• Compiling Customer Orders, Follow-ups and queries.
• Managing Postal, Courier dispatches and receipt.
• Maintain the attendance register and submit reports towards month end.
• Coordination with all the departments.
• Secretarial duties including filtering of phone calls to the G.M.
➢ 6 months Diploma in Computer Software.
➢ Graduation - Bachelor of Commerce from Bombay University.