Executive Secretary
italconsult
Total years of experience :17 years, 3 Months
- Office Manager report to the Project director
- organize and coordinate office operations and procedures, in order to ensure organizational effectiveness and efficiency.
- contributing to the efficiency of the overall business by ensuring all assigned administrative duties are carried on time and efficiently.
- Follow up on tasks with all team members in the office.
- Drafts letters and prepares meeting agendas and minutes of meetings as needed
- Maintains the safe and secure storage of all files / records / documents.
- Attends to visitor and telephone calls and schedule meetings for the project director.
- Handles mailing and dispatches to concerned departments.
- Maintains incoming and outgoing correspondence log.
- Monitors and updates the office registers & records.
- Manages and maintain project director's schedule.
- Analyses reports / documents received from related departments and preparing notes, key highlights and documents observations pertaining to project progress for the review of the project director.
- Review the invoices of the consultant.
- Helping with the recruiting requests from the consultant and comparing it with the contract requirements.
- Prepare and maintain the weekly/ monthly progress reports.
• Responsible for drafting and typing letters.
• Scanning in all relevant new documents.
• Checking dispatch documents are accurate.
• Presentation and filing of documents and drawings.
• Responsible for maintaining hard copy information.
• Issuing and distributing controlled copies of information / letters and follow up with the team for their action and responds.
• Ensuring all documents are as up to date as possible within electronic filing systems.
• Coordinate office management activities for the executive.
• Research, compile, assimilate, and prepare confidential and sensitive documents, and brief the executive regarding contents.
• Read and screen incoming correspondence and reports; make preliminary assessment of the importance of materials and organize documents; handle some matters personally and forwards appropriate materials to the executive and staff.
• Receive and screen incoming calls and visitors, determine which are priority matters, and alert the executive accordingly.
• Make referrals to appropriate executive staff and provide requested information.
• Operate computers to produce a variety of documents, charts, and graphs in final form.
• Review, proofread, and edit documents prepared for the executive's signature.
• Take and transcribe dictation on technical and confidential matters from the executive as required.
• Coordinate and facilitate the executive's calendar to arrange appointments, meetings.
• Perform related work as assigned.
• Control all Incoming and Outgoing Drawings/Documents including Submittals.
• Prepare and maintain the part of Weekly / Monthly Progress Reports related to working in sites, manpower of each site.
• Create and maintaining of electronic and paper filing systems and associated logs such as incoming, outgoing and outgoing letters, material requests for sites work orders and awarding authorization of subcontractors.
• Ensure all project documents/drawings and correspondences are available in paper version and electronic version.
• Maintain all project documents in line with the company quality system with complete control and tracking.
• Act as helpdesk to Project Engineers surrounding any matters which they need.
• preparing all reservations (Flights and hotels) for my manager.
• Helping other departments for any matter which they need from sites.
• Following up the connection of services to all sites (King Abdullah Project for developing the security buildings phase 1).
• Working as executive secretary for Ministry of Interior (King Abdullah Project for developing the security buildings phase 2 from May 2011 - October 2012).
• Preparing, examining, and analyzing accounting records, financial statements, and other financial reports to assess accuracy, completeness, and conformance to reporting and procedural standards.
• Responsible for accounts of customers, suppliers, Banks, payrolls, Invoices, Expenses, Revenues, Employees custody of cash and administrative affairs.
• Preparing monthly financial reports and various related statements that reflect the departments financial condition.
• Monitoring expenditures to assure that the company remains within the budget.
• Deal with all types of LGs, Also preparing the needed reports.
• Request for loans verifying and applying the accepted rates & settlements.
• Prepared monthly billing invoices and associated reports for funding sources.
• Prepared reconciliation of bank accounts and cash reports.
• Processed accounts receivables and cash receipts when required.
• Ensured to post and balance receipts on a daily basis.
• L / C opening, checking and verifying charges and follow up until final settlement.
• Follow Current LC with the sales department.
• Reviewed and posted invoices and prepared disbursements and process checks
For centralized hotels.
• Assist hotels with accounts payable and vendor issues.
• Reported to organization regarding established funds.
• Interact with external auditors in completing audits.
Bachelor of commerce Degree : pass
