Executive Secretary - Office Administrator
Bouygues Travaux Publics Qatar Branch
Total years of experience :17 years, 5 Months
As an Executive Secretary assisting the CEO, CFO and Construction Director is the main task. I was in charge of arranging and preparing Board and other project meetings. I am the point of contact between the Client and JV Head offices.
Arranging for the Hotel and Air Ticket booking for personal and missions local and International. Organizing corporate events, Preparing LPO using SAP and manually, In-charge of office facilities and furniture maintenance and monitoring of office consumables are my Administrative duties, which includes some of the Human resource task like Letters for bank opening, accommodation issues and staff personal request for letter of confirmation. I am responsible of maintaining the internal communication to make sure that we have all necessary documentation and contact of all the employees. I am also responsible for tracking the staff who's on leave to avoid insufficient man power in each department.
Mainly the task was to manage the contract between the client and preparing letters related to the contractual obligations of the company to any third parties with a signed contract.
In addition to my daily routine, i am responsible for reviewing of the letters incoming and outgoing and make sure that all is complying to the contract and being reviewed and agreed by all concerned parties.
after the review i am also the person who will dispatched the documents.
As an executive secretary my role is to assist the Project Director on his daily routine, as well as preparing his speeches, meeting agenda, itinerary for his travels business and personal, I am responsible in reviewing documents for his approval and any project related document for submission. i also work as Document Administrator, i am responsible in maintaining and updating the Document Management Procedure. In addition to that I am in charge of some of administrative works like monitoring of office consumables and facilities, organizing of Annual event local and international, arrange hotel reservations and booking of flights.
Supports technical projects and departments. Receives, catalogues and stores hard copies and electronic copies of all technical drawings, reports and related information in an orderly manner, in line with policies and procedures.Allocates and controls the document numbering system for the project work.Works with precision to ensure that all electronic and hard copy filing is accurate and is easily retrievable. Responds in a timely manner to requests to retrieve information, information searches and general requests for support from project/department personnel. Accurately updates information as required.
Performs secretarial & clerical functions such as preparing of correspondences, memos and other important documents for approval. Attends all business communications via phone, facsimile and e-mail and distributing them to the relevant people.
Welcomes visitors by greeting them, in person or on the telephone; answering or referring inquiries. Directs visitors by maintaining employee and department directories; giving instructions. Maintains security by following procedures; monitoring logbook; issuing visitor badges. Maintains safe and clean reception area by complying with procedures, rules, and regulations. Maintains continuity among work teams by documenting and communicating actions, gularities, and continuing needs. Assist QS team and Manager. Checking, Filing and sorting of all RFI from the QA/QC Department submitted by the consultant. Assist Admin Manager for administrative task.
Arrange corporate events, hotel and restaurant bookings.
• Open the Casino playing table
• Compute the Playing and count the colored chips before opening the table and commencing the game
• Arrange the playing and Colored Chips before and after opening table
• Sale Playing and Colored Chips
• Update the members and players membership cards and privilege cards
• Invite the players in casino programs and other service offered.
• Guide the guest how to play the game and how to use the privilege card.
• Compute the winning bet and collect the loosing bet each game.
• Prepare minutes of meeting, memos and other administrative task
• Responsible for the needs of the programmer and office personnel
• Associates incoming correspondence with files or related materials needed for meetings and reports
• Maintains confidentiality of the documents and information received
• Prepare the staffs monthly salary and office payables
• Check for the monthly sales report
• Prepare marketing strategy for the company
• Deal with the clients complaint and needs
• Deal with the prospect clients
STI - COLLEGE
• Prepare minutes of meeting, memos and activities of the Administrator
• Attend meetings for the Administrator if she’s not available. CHED and TESDA school representative.
• Organize and supervise events of STI and TESDA
• Monitoring administrative staff.
• Event Coordinator
• Marketing Assistant
• Conduct COS in different schools and look for target market clients and location.
Casa Real Montessori
• Prepare the lesson for the day
• Prepare the grades of the student
• Guide the student to their needs
Globemiles Travel and Tours
• Booking Agent using Amadeus
• Check the daily rate of the airfare and Dollar
• Follow up prospect company for travel
• Buying and selling available sit
• Prepare the daily and monthly sales
• Desktop publishing
• Preparing fliers and brochures
• Prepare marketing strategies.