Executive Secretary To The President/Ceo
Jubail Energy Services Company (JESCO)
Total years of experience :24 years, 10 Months
I am presently working here at Jubail Energy Services Company - JESCO (Jubail, Saudi Arabia) as the Executive Secretary to the Chief Executive Officer (CEO).
Responsible for all secretarial jobs in an Executive Level manner and all computer related software tasks (MS Office, SAP, EDMS, etc.), creation of correspondences, calendar arrangement for the Executives, Meeting Presentations, Travel arrangements, Meeting coordination, Board Documents/Packages Preparations, and supporting the Chairman, Chief Financial Officer, Finance Division, Information Technology, Procurement and Material Management Departments.
As the Executive Secretary to the Chief Financial Officer,
responsible for all secretarial jobs in an Executive Level manner and all computer related software tasks (MS Office, SAP, EDMS, etc.), creation of correspondences, Meeting Presentations, Travel arrangements, Meeting coordination, Documents/Packages Preparations, and supporting the Chief Executive Officer, the staffs of Finance, Information Technology, Procurement and Material Management Departments.
Job Description/Responsibilities:
1. Directly reporting as the Executive Secretary to the President & CEO and Chairman of the Board of Directors.
2. Supporting the Vice President, Chief Financial Officer, Chief Operating Officer, Advisors of the President & CEO, and the Manager of the President’s Office.
3. Responsible in organizing and preparing meeting packages for the Board of Directors, Audit Committee, & Management Committee Meeting including its PowerPoint presentations.
4. Responsible for all secretarial jobs related and all computer related software.
5. Responsible for the creation of services needed using the Remedy Helpdesk System.
6. Distribution of incoming mails, faxes, etc. for the General Manager and Managers.
7. Composing memos, faxes and letters as per the subject given.
8. Arranging of Medical Reimbursement, Timesheet, and Business Trips for Managers.
9. Updating/Tracking vacation schedules for all Managers (under the Corporate Compliance Dept. - Integrated Management System Dept., Industrial Security Dept. and Public Relations & Communications Dept.)
10. Filing of all documents and updating the SOP Manuals
11. Arranging schedules/meetings for the General Manager, Corporate Compliance.
12. Updating/tracking of PO/PR/Change Order Approved for Contracts Dept.
13. Supporting all Managers for Contracts Dept. Internal Audit Dept. Industrial Security Dept. and Integrated Management System Dept.
14. Responsible for composing/taking the Minutes of Meetings.
15. Responsible for requesting the Stationery Materials for the Dept.
Job Description/Responsibilities:
1. Preparation of all requests (General Services, IT & SAP) using the new SABIC Service Request System (SSRS System) of SABIC Shared Services.
2. Preparation of Purchase Requisitions using the SAP System.
3. Arrangement of all documents for the incoming New Groups for Employee Services - SABIC Shared Services.
4. Creation of the New Standard Filing System for Compensation and Benefits Section Shared Services.
5. Preparation of all the documents using MS PowerPoint (Organization Presentation, Flowcharts etc.), MS Visio (Organization Charts), Excel etc.
6. Support Staff for the newly formed HR Implementation Team and responsible for the preparation of all the documents (all of them strictly confidential) needed for the implementation of Employee Services Department.
7. Responsible for the collection and updating of the Business Training contact persons for the required training.
8. Filing system of the Career Development Department.
9. Distribution of incoming mails, faxes, etc. for the General Manager and Manager.
10. Composing memos, faxes and letters as per the subject given.
11. Job posting requirements from affiliates.
12. Updating and monitoring of the job advertisement summary.
13. Post all CV’s received from the agents generated through the advertisement made from database or head hunting.
14. Assigned as the preliminary interviewer of all office staff applicants.
15. Update and monitor the report (CV’s received) and make sure the CV’s were sent to the concerned SABIC (Saudi Basic Industries Corporation) Affiliate/Project.
16. Record all Job Offers from the affiliate to the respective agents.
17. Follow up to agent/s regarding the status update of the recruitment formalities. In addition, updating the report.
18. Updating and preparation of the documents needed for the weekly meeting with the affiliates (Petrokemya & Jubail United Petrochemical Company).
19. File all correspondences as per affiliates’, projects requirements and respective agents (Manpower or Advertising).
20. Negotiate with the Advertising Agents regarding advertisement needed for the position required by SABIC.
21. Creating and updating of the document forms on the SABIC Intranet.
22. Providing examination on computer software for all the candidates of Employee Services Shared Services Manager’s Secretarial Positions.
Job Description/Responsibilities:
1. As the Secretary of the General Manager - Operations, responsible for the preparation of the Daily, Weekly and Monthly Status Report to be forwarded to SABIC Riyadh Headquarters.
2. Computation of the Daily, Weekly and Monthly Production Report for the MTBE & MeOH Plant.
3. Preparation of the Board Meeting Presentation.
4. Updating of the Incident Report from various Departments.
5. Preparation of the Weekend Duty Roster.
6. As the Secretary of the Engineering Manager, responsible for the preparation of the Purchase Requisition using the SAP System.
7. Preparation of the Weekly Report.
8. Preparation of the Weekend On-Call Duty.
9. As the Secretary of the Q. C. Laboratory Supervisor, responsible for the preparation of the Purchase Requisition using the SAP System.
10. Preparation of the Maintenance Request (Notifications) thru SAP System.
11. Updating of the Standard Operations Procedures (SOP’s) of the QC Laboratory and Process Analyzer in the System.
12. Preparation of the Weekend Duty on Call for the QC Laboratory and Analyzer.
13. Updating of the Incident Report using the Ibn Sina System.
Job Description/Responsibilities:
1. Receiving of all incoming faxes and letters, IOM’s and important documents from Project Team Pasadena and from various Government Agencies and Companies and distribute to the concerned personnel’s and Department.
2. Answering Phone calls for the PP-II Project Manager and informing who and what the call is all about.
3. Arranging meetings for the PP-II Project Manager
4. Composing correspondences for the PP-II Project Manager and PP-II Deputy Project Manager.
5. Computing and making a request for Check and Bank Guarantees to Finance Department for the payment of Custom Duties.
6. Coordinating with Finance Department regarding collection of checks for the payment of the custom duties.
7. Filing all documents regarding the PP-II Project.
8. Doing some typing jobs for the PP-II Project Team.
9. Preparing some urgent jobs for the PP-II Project Manager, PP-II Deputy Project Manager, Construction Manager and Contracts Manager.
10. Preparing of Purchase Requisition for the PP-II Project Department.
11. Responsible for the preparation and composing contracts for the vendors.
12. Responsible for the preparation of Commercial Visit Visa, Transportation, Hotel Accommodations and Gate Passes of the incoming vendors and visitors.
13. Responsible for the arranging of transportation and reservation of the Project Team, vendors, etc.