Executive Secretary
GSK (GlaxoSmithKline)
Total years of experience :23 years, 11 Months
• A full range of daily administrative and support services to Site Director.
• Acting as a key communication point between the SD and internal/external stakeholders.
• Maintain Site Director Calendar and assist in planning appointments, meetings, conferences etc.
• Setup and coordinate meetings and conferences.
• Create, transcribe, and distribute meeting agendas and minutes.
• Tracking actions and progress of addressed tasks within the deadlines.
• Perform general clerical duties to include but not limited to: photocopying, mailing, and filing.
• Maintain electronic and paper records ensuring information is organized and easily accessible.
• Handle and prioritize all outgoing or incoming correspondence (e-mail, letters, packages etc.)
• Monitor office supplies and furniture, Issue purchase orders and negotiate terms with suppliers to ensure the most cost-effective orders
• Provide administrative and clerical support to departments or individuals (if needed).
• Reading, analyzing and summarizing incoming periodical reports from departments' heads and making sure that they are aligned with the action plan of each department.
• Manage spreadsheets and prepare statistical reports.
• Prepare and maintain Site Director Expense reports & follow up with finance department to finalize all financial issues.
• Travel arrangements in a cost and time-effective manner, including booking itineraries/venues, to ensure the most effective use of the Site Director and Managers’ time.
• Setup accommodation and entertainment arrangements for
Achievements:
• Designing and implementing digital /paper filing system for CEO office.
• Decreased office expenditures 15% by implementing needed controls on stock/supplies and standardizing ordering procedures.
• Assist in Developed efficiency-enhancing workflow/process improvements that made it possible to accommodate increasing responsibilities necessitated by staff reductions and SAP implementation.
Responsibilities :
• A full range of daily administrative and support services.
• Facilitating the company’s processes through providing complete executive services to the CEO
• Designing and implementing filing systems to ensure that required processes are correctly maintained.
• Providing a complete correspondence service ( incoming and outgoing).
• Drafting correspondence and proofreading all papers prior to the signature of CEO.
• Acting as a key communication point between the CEO and internal/external stakeholders.
• Attending and facilitating top-level meetings.
• Organizing and providing needed data during conferences, meetings and/or appointments.
• Tracking actions and progress of addressed tasks within the deadlines.
• Monitoring and maintaining office supplies inventory.
• Preparing reports, memos, letters and other documents, using word, spreadsheets, database, and/or presentation software.
• Reading, analyzing and summarizing incoming periodical reports from departments' heads and making sure that they are aligned with the action plan of each department.
• Summarizing data in a report with a regard to deadlines and needed actions.
• Reading and analyzing incoming memos, submissions, and reports in order to determine their significance and plan their distribution.
• Supervising travel arrangements in a cost and time-effective manner, including booking
• itineraries/venues, to ensure the most effective use of the CEO time
Achievements:
• Creating and implanting an excel-based operation system adopted be used by tourism department
till now.
• Designing and implementing digital /paper filing system for the company.
• Implementing a tasks tracking system.
Responsibilities :
• Read and analyze incoming memos, submissions, and reports in order to determine their significance and plan their distribution.
• File and retrieve corporate documents, records, and reports.
• Prepare responses to correspondence containing routine inquiries.
• Perform general office duties such as ordering supplies, maintaining records management systems, and performing basic bookkeeping work.
• Prepare agendas and arrangements for committee, board, and other meetings.
• Create meetings agendas, handouts and PowerPoint presentations needed for meetings.
• Make meetings minutes and document important information that will be discussed at upcoming meetings. After meetings end, type this information and file documentation.
• Make travel arrangements for Chairman.
• Conduct research, compile data, and prepare papers for consideration and presentation.
• Compile, transcribe, and distribute minutes of meetings.
• Meet with individuals, special interest groups and others on behalf of Chairman.
• Manage and maintain Chairman’s schedules.
• Prepare reports, memos, letters, financial statements and other documents, using word processing, spreadsheet, database, and/or presentation software.
• Set up and oversee administrative policies and procedures for company.
• Supervise and train other clerical staff.
• Coordinate distribution of promotional group packages, brochures, and calendar of events.
• Represent the firm at committees, conventions, shows, and business events.
• Research, write and distribute reports, newsletters, and scripts for the Tourism Office.
• Write and research grants, manages budget and resources.
• Apply knowledge of and responds to questions regarding ordinances, regulations, policies, procedures, and practices as related to office.
• Communicate with managers, supervisors, co-workers, citizens, media and others maintains confidentiality; and represents the firm.
Achievements:
• Get back the "You Travel" account and became the first tourists provider for the company.
Responsibilities :
• Arranging itineraries and trips.
• Itineraries quotations.
• Negotiating the best possible rates for accommodations, transportation and other services.
• Correspondences with clients and travel agents regarding queries or complains.
• Following up and analyzing reports received from other branches.
• Developing new property partners throughout cities in the world.
• Maintaining excellent relationships with existing clients and property partners.
• Attend exhibitions, networking, and trade events.
• Work with the marketing team to grow the business.
• Maintain strong database of potential clients. Investigate the economic conditions surrounding business activity such as industry trends and competition.
• Conduct extensive market research prior to starting up business and continue gathering information throughout the life of the business.
• Develop a situation analysis of company including its strengths, weaknesses, opportunities and threats to assist in the development of a strategic plan for the future of the business.
• Prepare a detailed business plan to achieve goals and objectives.
• Secure sufficient financial resources for future development or expansion.
• Contact professional advisors such as an accountant, banker and/or lawyer to provide expert information about business.
• Network with other businesspeople to establish a support group.
• Educate customers about terminology, features and benefits of products in order to improve product related sales and customer satisfaction
• Monitor rendered service to ensure quality as needed
• Contact customers following sales to ensure ongoing customer satisfaction and resolve any complaint
• Remain current on consumer preferences, changes in local codes and product developments by attending sales meetings, vendor training and trade shows, or reading trade journals
• Identify trends in customer satisfaction or dissatisfaction
• Manage time effectively, meet personal goals and work effectively with other members of the distribution team
• Maintain proficiency in using personal computer, data entry terminal and other common office equipment and software
• Follow company policies and procedures
• Present a professional image at all times to customers and vendors
• Determine customer requirements and expectations in order to recommend specific products and solutions
• Recommend alternate products based on cost, availability or specifications
• Present price, credit and terms in accordance with standard procedures and customers’ profitability profiles
• Provide accurate information regarding availability of in-stock items
• Proactively recommend items needed by customers to increase customer satisfaction and improve transaction profitability
• Increase sales and average order size by means of cross-selling, up-selling, add-on sales and offering promotional sale items
• Educate customers about terminology, features and benefits of products in order to improve product related sales and customer satisfaction
• Monitor rendered service to ensure quality as needed
• Contact customers following sales to ensure ongoing customer satisfaction and resolve any complaint
• Remain current on consumer preferences, changes in local codes and product developments by attending sales meetings, vendor training and trade shows, or reading trade journals
• Identify trends in customer satisfaction or dissatisfaction
• Manage time effectively, meet personal goals and work effectively with other members of the distribution team
• Maintain proficiency in using personal computer, data entry terminal and other common office equipment and software
• Follow company policies and procedures
• Present a professional image at all times to customers and vendors
• Determine customer requirements and expectations in order to recommend specific products and solutions
• Recommend alternate products based on cost, availability or specifications
• Present price, credit and terms in accordance with standard procedures and customers’ profitability profiles
• Provide accurate information regarding availability of in-stock items
• Proactively recommend items needed by customers to increase customer satisfaction and improve transaction profitability
• Increase sales and average order size by means of cross-selling, up-selling, add-on sales and offering promotional sale items
Course included: - Managerial Planning. - Accounting. - Statistics. - Marketing Techniques. - Marketing research. - Customer Services. - Sales Development. - Advertising.
