Executive Secretary Cum Office Administrator and Sales Executive
3B United Group
Total years of experience :18 years, 0 Months
As Office Administrator / Executive Secretary
• Directly reporting to the Group Chairman
• Responsible for keeping an organized calendar of appointments and event
• Assist in the planning and preparation of meetings and conferences.
• Assist officers and staff in preparation of correspondence and other required documentations (such as interior decoration work documentations required by different govt. agencies, etc.)
• Distribute and circulate memo or any new directives from the Management
• Reviews Contracts and/or Agreements for the Company
• Preparation of Quotations, Invoices, LPO, Tenders, BOQs, Job Briefs/Orders for Stand designs
• Arrange for travel flights and hotel bookings of clients/guests
• Arrange for couriers and shipments of documents and others
• Monitor and maintain an adequate inventory of office supplies.
• Maintain the general filing system (hard and soft copies), and file all correspondence and other necessary documents accordingly
• Ensure that confidential records and file are securely kept and maintained.
• Handles Biometric Attendance System and summarize month end attendance report for officers and staff
• Recruitment - Arrange interview schedule of applicants, prepares and finalize job offers
• Orient new employees on company policies, provide/discuss their duties and responsibilities
• HR Record - Prepare employees annual leave requests, loan requests, Employment Certificates, NOCs and other personal requests
• First point of contact for the whole group handles several inquiries (by phone and walk-in), greet, assist and/or direct visitors to the appropriate staff member, assists and provide various office support to the Officers and Group Chairman
As Sales Executive
• Telemarketing, sending mail shots, respond to various client inquiries on requests for exhibition stand designs and interior decoration service.
• Provide assistance to clients from stand design, price quote negotiation, submission of required documents to organizer, stand build-up and during exhibition.
• Coordinate with different exhibition organizers in submission, preparation and approval of required documents for Client’s exhibition stand requirement such as stand approval, electrical, risk assessment and method statement, rigging, etc.
• Ensure smooth functioning of all procedures during build up/breakdown of exhibition stands.
• Keep an updated list of clients in the database at all times.
• Maintain an accurate and updated Exhibition calendar.
As Operations Coordinator
• Coordinate projects (exhibition stand, interior design, event management, Global Village etc.) with Operation and Production staff.
• Prepares proposal and handles various communications with Global Village, concerning different Pavilions managed by the company (Egypt, KSA, Qatar, Tunisia, UAE and Pakistan).
• Handles Global Village Monthly Inspection Report.
• Registration of company with clients and government departments, prepare and supply the required documents and information (ex. Client's vendor list, registration of company as contractor to different exhibitions (local and international)
• Monitors and summarized on a daily basis the company's project updates for (1) confirmed; (2) unconfirmed; (3) finished projects; (4) accountant's copy of finished projects - for monitoring of payments
• Receives and distributes incoming mails, monitors documents for approval
• Monitor COO's personal and company bills and reimbursements
• Coordinate and follow-up delegated tasks given to executives and/or management staff by the COO
• Assist merchandising in getting stock movement info from stores
• Monitors and remind managers in submission of Reimbursable Allowances
• Document the store visits and attendance of Regional and Area Sales Managers
• Analyze variance reports submitted every 3rd week of the month and identify items that need to reclassify
• Update Sales Report on a monthly basis
• Monitor submission of Managers and Supervisors' Performance Commitment at the beginning of each fiscal year and their updates/status on respective Commitments - that are being submitted every mid-year or as scheduled by COO)
• Do preliminary review and provide COO of initial recommendation for possible changes on the following: (1) Performance Commitments (review is based on committed action plan for current year vs. last year, and should be in line with department's strategic plan for the current year. (2) KRA Status Report - check on validity/correctness of report vs. action plans.
• Process Performance Appraisal and Regularization of Employees - Employee Regularization released before due date / Employee appraised before due date
• Process annual merit increase of managers and supervisors
• Computes yearly performance level of store personnel such as store head/managers and supervisors, identifying target result in terms of Sales, Profitability, Store Operations, People Management and Reports.
• Renew Consultancy Agreement before expiration dates
• Regularly checks on availability of office and janitorial supplies and process purchase order or supplies requests accordingly
• Observes established safety and health standard procedures / regulations in carrying out duties and responsibilities
• Perform a wide variety of executive assistant/secretarial and administrative duties as required by daily operations in the office of the Chief Financial Officer (CFO) and (Corporate Center Unit) CCU Head.
• Coordinate office activities and schedules; ensure smooth office operations.
• Coordinate and follow-up delegated tasks given to executives/management staff by the CFO/CCU Head to ensure progress to deadlines; provide verbal/written status reports to the CFO/CCU Head.
• Attend to administrative/company events coordination committee meetings and other meetings, as directed by the CFO/CCU Head.
• Independently respond to letters and general correspondence of a routine nature; prepares and drafts simple documents on legal matters for the CFO/CCU Head
• Prepares and control administrative budgets i.e. annual merit increase of the whole Corporate Center Unit (CCU) Group (composed of more than 1, 000 employees from different divisions/departments)
• Drafts summary reports for ExCom Approval on various matters.
• Assists the CFO/CCU Head in evaluating and/or calculating salary compensation packages of selected CCU Executives.
• Receives and distributes incoming mails; review and evaluate mail to identify those items requiring priority attention of the CFO / CCU Head.
• Receive and screen communications to the CFO/CCU Head including telephone calls and e-mail messages, and provide assistance using independent judgment to determine those requiring priority attention; prioritize, channel, and facilitate communication from division/department heads, through the Office of the CFO.
• Make travel arrangements for the CFO/CCU Head; maintain appointment schedules and calendars for the CFO/CCU Head; prepares agenda in advance, arrange meetings and conferences.
• Observes established safety and health standard procedures / regulations in carrying out duties and responsibilities
• Perform a wide variety of executive assistant/secretarial and administrative duties as required by daily operations in the office of the Chief Financial Officer (CFO)
• Coordinate and follow-up delegated tasks given to executives/management staff by the CFO to ensure progress to deadlines; provide verbal/written status reports to the CFO.
• Independently respond to letters and general correspondence of a routine nature; prepares and drafts simple documents on legal matters for the CFO
• Receives and distributes incoming mails; review and evaluate mail to identify those items requiring priority attention of the CFO..
• Receive and screen communications to the CFO including telephone calls and e-mail messages, and provide assistance using independent judgment to determine those requiring priority attention; prioritize, channel, and facilitate communication from division/department heads, through the Office of the CFO.
• Make travel arrangements for the CFO; maintain appointment schedules and calendars for the CFO; prepares agenda in advance, arrange meetings and conferences.
Perform a wide variety of executive assistant/secretarial and administrative duties as required by daily operations in the office of the Chief Financial Officer (CFO)
• Coordinate and follow-up delegated tasks given to executives/management staff by the CFO to ensure progress to deadlines; provide verbal/written status reports to the CFO.
• Independently respond to letters and general correspondence of a routine nature; prepares and drafts simple documents on legal matters for the CFO
• Receives and distributes incoming mails; review and evaluate mail to identify those items requiring priority attention of the CFO..
• Receive and screen communications to the CFO including telephone calls and e-mail messages, and provide assistance using independent judgment to determine those requiring priority attention; prioritize, channel, and facilitate communication from division/department heads, through the Office of the CFO.
• Make travel arrangements for the CFO; maintain appointment schedules and calendars for the CFO; prepares agenda in advance, arrange meetings and conferences.
Perform a wide variety of executive assistant/secretarial and administrative duties as required by daily operations
• Coordinate and follow-up delegated tasks given to executives/management staff by the President to ensure progress to deadlines; provide verbal/written status reports to the President.
• Independently respond to letters and general correspondence of a routine nature; prepares and drafts simple documents on legal matters
• Receives and distributes incoming mails; review and evaluate mail to identify those items requiring priority attention
• Receive and screen communications including telephone calls and e-mail messages, and provide assistance using independent judgment to determine those requiring priority attention; prioritize, channel, and facilitate communication from division/department heads.
• Make travel arrangements; maintain appointment schedules and calendars; prepares agenda in advance, arrange meetings and conferences.
Perform a wide variety of executive assistant/secretarial and administrative duties as required by daily operations
Receives and distributes incoming mails; review and evaluate mail to identify those items requiring priority attention
Receive and screen communications including telephone calls and e-mail messages, and provide assistance using independent judgment to determine those requiring priority attention; prioritize, channel, and facilitate communication from division/department heads
Make travel arrangements; maintain appointment schedules and calendars; prepares agenda in advance, arrange meetings and conferences.