EXECUTIVE SECRETARY / OFFICE MANAGER
Building Products Company
Total years of experience :28 years, 3 Months
Over 18 years’ comprehensive experience as an EXECUTIVE SECRETARY in KSA. Good communication, interpersonal and letter drafting skills. Well conversant in using different kind of office systems, equipment & software programs like Ms Word, Excel, Power Point, Visio, Smart Draw, Adobe Acrobat & Photoshop etc. Ability to perform under extreme pressure. Capable to take fast dictations, minutes and carries typing speed over 60 WPM.
Present Responsibilities:
• Read and screen incoming correspondences and reports; make preliminary assessment of the importance of materials and organize documents; handle some matters personally if necessary and forward appropriate materials to the Executive Director and staff.
• Research, compile and prepare highly confidential and sensitive documents as per directives from the Executive Director, CFO and CEO.
• Draft and compose letters independently with minimal and short hints from Senior Executives. Totally independent correspondence with all national and international associates and/or clients as and when required.
• Working as a liaison between company’s senior executives and staff members, transmit directives, instructions and assignments and follow up its successful implementation.
• Assist senior executives and actively get involved in preparation of a variety of important documents, presentations, charts and graphs for new business plans and various reports. Complete write-ups done for various business plans.
• Full coordination & involvement in setting-up client meetings, demonstration events, training sessions, product seminars, appointments & follow-ups etc. & keep company’s senior executives update on status of issues before scheduled meetings.
• Responsible to prepare meeting agenda in coordination with appropriate executives and staff and take part in the meeting if necessary in order to take note of MEETING MINUTES and distribute copies to all attendees and keep records of proceedings as required.
• Recommend the suggested course of actions to be taken on office expenditures such as equipment and office supply needs. Compile, format and maintain records, statistical information and reports. Maintain and control office supplies stock and distribution in order to ensure maximum cost efficiency is applied.
• Supervise and oversees domestic and foreign travel arrangements; prepares itineraries; hotel reservations and maintains all travel records.
• Initiate and manage the processing of all travel documents and materials such as business visas, trip expense advances, backup documents etc. for the smooth proceeding of time-to-time business trips by Senior Executives (GM, CEO, Marketing Director etc.).