Secretary for CEO
Saudi Fisheries Company (SFC)
مجموع سنوات الخبرة :17 years, 9 أشهر
Work Description:
• Effectively maintaining CEO’s calendar and prioritize the appointments of CEO.
• Schedule Operations meetings between him and his direct reports and the follow up on agreed actions and report.
• Manage day-to-day operations of the office of the CEO.
• Filter general information, queries, phone calls and invitations to the CEO by redirecting addressing to the right department.
• Ensure that the CEO is fully briefed on, or prepared for, any engagements he is involved in.
• Maintain an accurate record of papers and electronic correspondence and file for future reference.
• Prepare correspondence on behalf of the CEO, including the drafting of general replies.
• Minute general meetings as required and complete research on behalf of the CEO by preparing the materials in power point slides.
• File management without postponement.
• Ensure guests meeting with the CEO are greeted well with hospitality.
• Preparing and editing correspondence, reports, and presentations
• Monitor and record long distance phone calls.
• Maintain scheduling and event calendars.
• Manage logistical arrangements for CEO travels abroad.
• Follow up tasks assigned by CEO to anyone in the company.
• Conduct searches to find needed information, using such sources as the Internet.
Achievements & Projects:
• Provide a supervision assist for a project of Archiving more than 100, 000 documents.
•Reading, monitoring, managing and responding to MD’s email account.
•Effectively maintaining his diary and prioritize his appointments
•Filter emails, highlight urgent correspondence and Organize inbound emails into the appropriate folders and any relevant information to be copied into the correct file on the hard drive.
•Respond to urgent emails especially from clients and disseminate to the operations team and follow up closure.
•To ensure appropriate systems and processes are developed and maintained to support effective and efficient day to day running of the MD’s office.
•To discuss weekly meetings, upcoming engagements and initiate proper calendar invites.
•Schedule Operations meetings between him and his direct reports and the follow up on agreed actions and report. Coordinate travel and accommodation requirements.
•Filter general information, queries, phone calls and invitations to the MD by redirecting addressing to the right department.
•Ensure the MD is fully briefed on, or prepared for, any engagements he is involved in.
•Maintain an accurate record of papers and electronic correspondence and file for future reference.
•Prepare correspondence on behalf of the MD, including the drafting of general replies.
•Minute general meetings as required and complete research on behalf of the MD by preparing the materials in power point slides.
•File management without postponement
•Ensure guests meeting with the MD are greeted well with hospitality.
Build weekly & monthly reports.
•Provide executive support to the CEO.
•Manage day-to-day operations of the office of the CEO.
•Manage communications between CEO, Chairman & Directors.
•Preparing and editing correspondence, reports, and presentations
•Monitor and record long distance phone calls.
•Control correspondences.
•Maintain scheduling and event calendars.
•Open, read, route, distribute incoming mail and other material, and prepare answers to routine letters.
•Manage CEO’s e-mail.
•Manage CEO's calendar
•Conduct searches to find needed information, using such sources as the Internet.
•Coordinate conferences and meetings.
•Preparing minutes of meeting.
•Arrange conferences, meetings, and travel reservations for CEO.
•Manage CEO personal budget.
•Manage logistical arrangements for CEO travels abroad.
•Follow up any tasks assigned from CEO to directors.
for GM & Document controller
Company: http://www.ym.com.tr
Jeddah, Saudi Arabia
Job Role: Administration
Work Description:
•Design and Organize office policies, standards and procedures.
•Supervise office staff
•Monitor and record long distance phone calls
•Prepare time sheets
•Control correspondences
•Maintain office equipment
•Maintain scheduling and event calendars.
•Open, read, route, and distribute incoming mail and other material, and prepare answers to routine letters.
•Conduct searches to find needed information, using such sources as the Internet.
•Coordinate conferences and meetings.
•Follow up tasks assigned by GM.
•Translate Arabic to English, English to Arabic.
•Arrange conferences, meetings, and travel reservations for office personnel.
•Complete forms in accordance with company procedures.
•Coordinate all activities related to the Document Control procedure, including technical documents, drawings, and commercial correspondence. Input document data into the standard registers were ensuring that the information is accurate and up to date. Generate the various document control reports as required. Typing of site documents and follow up of all the site needs. Makes sure that exact copies of latest approved documents and drawings are given to the appropriate staff. Maintain updated records of all approved documents and drawings and their distribution clearly. Maintain the files and control logs as required by the project.
Projects:
•Haramain High Speed Railway Project, Medinah Station.
Achievements:
•Building Document Numbering system.
• Arrange conferences, meetings, and travel reservations for office personnel.
Complete forms in accordance with company procedures.
• Compose, type, and distribute meeting notes, routine correspondence, and reports.
• Greet visitors and callers, handle their inquiries, and direct them to the appropriate persons according to their needs.
• Locate and attach appropriate files to incoming correspondence requiring replies.
Mail newsletters, promotional material, and other information.
• Maintain scheduling and event calendars.
• Open, read, route, and distribute incoming mail and other material, and prepare answers to routine letters.
• Schedule and confirm appointments for clients, customers, or supervisors.
Conduct searches to find needed information, using such sources as the Internet.
Coordinate conferences and meetings.
• Establish work procedures and schedules, and keep track of the daily work of clerical staff.
• Operate electronic mail systems and coordinate the flow of information both internally and with other organizations.
• Prepare and mail checks.
• Provide services to customers, such as order placement and account information.
Review work done by others to check for correct spelling and grammar, ensure that company format policies are followed, and recommend revisions.
• Supervise other clerical staff, and provide training and orientation to new staff.
• Provide helpdesk support and resolve problems.
• Monitor Service Desk for tickets assigned to the queue and process first-in first-out based on priority
• Manage PC setup and deployment for new employees using standard hardware, and software.
•Arrange conferences, meetings, and travel reservations for office personnel
Locate and attach appropriate files to incoming correspondence requiring replies.
•Maintain scheduling and event calendars.
•Prepare and manage correspondence, reports and documents.
•Organize and coordinate meetings, conferences, travel arrangements
take, type and distribute minutes of meetings
•Implement and maintain office systems.
•Maintain schedules and calendars
•Arrange and confirm appointments
•Organize internal and external events.
•Handle incoming mail and other material.
•Set up and maintain filing systems.
•Set up work procedures.
•Collate information.
•Communicate verbally and in writing to answer inquiries and provide information.
•Coordinate the flow of information both internally and externally.
•Operate office equipment, Manage office space
•Prepares source data for computer entry by compiling and sorting information; establishing entry priorities.
•Processes customer and account source documents by reviewing data for deficiencies; resolving discrepancies by using standard procedures or returning incomplete documents to the team leader for resolution.
•Enters customer and account data by inputting alphabetic and numeric information on keyboard or optical scanner according to screen format.
•Maintains data entry requirements by following data program techniques and procedures.
•Verifies entered customer and account data by reviewing, correcting, deleting, or reentering data; combining data from both systems when account information is incomplete; purging files to eliminate duplication of data.
•Tests customer and account system changes and upgrades by inputting new data; reviewing output.
•Secures information by completing data base backups.
Arrange conferences, meetings, and travel reservations for office personnel
Locate and attach appropriate files to incoming correspondence requiring replies.
•Maintain scheduling and event calendars.
•Prepare and manage correspondence, reports and documents.
•Organize and coordinate meetings, conferences, travel arrangements
take, type and distribute minutes of meetings
•Implement and maintain office systems.
•Maintain schedules and calendars
•Arrange and confirm appointments
•Organize internal and external events.
•Handle incoming mail and other material.
•Set up and maintain filing systems.
•Set up work procedures.
•Collate information.
•Communicate verbally and in writing to answer inquiries and provide information.
•Coordinate the flow of information both internally and externally.
•Operate office equipment.
•Manage office space.
•Arrange conferences, meetings, and travel reservations for office personnel
Locate and attach appropriate files to incoming correspondence requiring replies.
•Maintain scheduling and event calendars.
• Make copies of correspondence and other printed material.
• Schedule and confirm appointments for clients, customers, or supervisors.
• Establish work procedures and schedules, and keep track of the daily work of clerical staff.
•Learn to operate new office technologies as they are developed and implemented.
•Operate electronic mail systems and coordinate the flow of information both internally and with other organizations.
• Operate office equipment such as fax machines, copiers, and phone systems, and use computers for spreadsheet, word processing, database management, and other applications
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