Executive Secretary to CFO
Damac Properties
Total years of experience :23 years, 5 Months
Executive Secretary to CFO
Handling Secretary Profile
All the secretarial duties viz. taking dictations, checking emails, maintenance of files,
organizing and maintaining diaries and handling appointments, maintaining business
cards and telephone directory, flight ticket arrangement by follow up with the travel
agent, etc
* Email Processing, replying to the companies (info & vip) emails by coordinating with the
Legal Consultants & the Director. Make sure that all the emails are replied in an efficient
& timely manner.
* Attending the new enquires (both on phone and email) of the new & existing clients,
route them to our Legal Consultants, arrange meetings with the clients and make them
understand the whole process for setting up of their companies in Saudi Arabia as per the
regulations of Saudi Arabia General Investment Authority (SAGIA).
* Preparing Service Offers and send the same to the clients. Follow up the same on regular
basis until the client signs the service offer and make the advance payment. Thereafter,
act as a point of contact through emails between the clients and the company for
addressing all the queries / enquiries / procedures until successfully obtaining the
Investment License from SAGIA & Commerical Registration from Ministry of
Commernce for the client companies.
* Sending invoices (with coordination with accounts department) to the clients as per the
fee clauses in the agreed service offer and following up on the same for payment.
* Scheduling & attending meetings, invite all related parties to the concerned meeting,
distribute minutes of meetings along with the action plan delivered from the meetings.
Communicate the decisions came out in the meetings to all the concerned parties.
* File and archieve (both physically & electronically) all the documents & offers,
correspondences are recorded in accordance with the approved archiving system and as
per the Directors instructions.
* Preparing various MIS reports and updating the Director of all the matters viz status of
service offers sent (accepted/declined/communication in progress), pending emails
list, etc.
(iii) Worked as an
Assist CFO in all his day-to-day work activities, organizing and maintaining diaries and
handling appointments, taking dictations, attending phone calls, maintaining business
cards and telephone directory. Screening the papers, emails, reports, faxes, letters, etc.
Group them subject and issue wise. Handling routine correspondence and mails either by
responding or routing them to the right individual for further action. Maintaining up to
date files and records (physically and electronically) in order to provide better feedback
as and when needed. Maintaining confidentiality of information and documents.
* Arranging for the travel of CFO/Board of Directors/Auditors by coordination with the
Travel Desk. Arrange for guest house/hotel stay and car pickup/drop for all concerned to
Finance Department in an appropriate manner and within the cost frame defined in the
company policies. Co-ordination with other offices in India for local transportation,
accommodation, etc. Create itineraries for CFO’s travel.
* Fixing up all internal and external meetings. Co-ordination with divisional heads within
the organization. Fixing up regular meetings of all heads from time-to-time for smooth
functioning in the office. Co-ordinate with other assistants in and out of organization for
proper synchronization of the appointments confirmed. Arranging the meetings by
sending out the schedule and ensure all are available. Greet the guests till the CFO does
not arrive. Attend the meetings as and when required and prepare the minutes of meetings
and circulate the minutes to all attendees and constant follow up with the concerned on
decided action points for putting it to further discussion for next scheduled meeting
Assist Vice President in all his day-to-day work activities, organizing and maintaining
diaries and handling appointments, taking dictations, attending phone calls, maintaining
business cards and telephone directory.
* Screening the papers, emails, reports, faxes, letters, etc. Group them subject and issue
wise. Handling routine correspondence and mails either by responding or routing them to
the right individual for further action.
* Maintaining up to date files and records (physically and electronically) in order to
provide better feedback as and when needed
* Liaise regularly with Airport Authority of India (AAI), Central Public Works Department
(CPWD), and National Aviation Company of India Ltd (NACIL) and also to have regular
contact with Contractor (L&T) up to the senior most level.
* Arrange meetings & conference room for meetings - send out times and dates, manage
co-ordination of diaries to ensure all necessary attendees are available. Ensure adequate
background papers are available well before the meetings.
* Arranging for Vice President’s travel and hotel/guest house accommodation by follow up
with the travel desk.
* Personally meeting and greeting visitors at all levels of seniority and make sure they are
well greeted until they meet Vice President.
* Attend meetings / calls as appropriate and take accurate minutes of meetings. Circulate
approved minutes to all attendees in a timely manner and follow up on individuals actions
prior to the next scheduled meeting.
* Manage expense claims and ensure accuracy and timeliness. Follow up to ensure claims
are processed and report delays.
* Receive incoming expense claims that require approval; check for accuracy and
compliance and forward for payment. Ensure claims are within the company policies and
duly approved as per internal guidelines.
* Maintaining confidentiality of personal, official information and documents.
* Downloading drawings, specifications, presentations from the sub-contractors server and
posting it to our local server and advising related department / team / persons to review
the same
All the secretarial duties viz. taking dictations, checking emails, receiving and sending
faxes, answering to emails that are under my purview, maintenance of files, maintaining
calendar, travel / expense reimbursements, etc.
* Looking after all the correspondence relating to Realty and Infrastructure Division.
* Ticketing (Domestic), Travel / Accommodation arrangements to VIP’s by regular follow
up with our people throughout India.
* Appointment Maintenance, Arranging Meetings, etc and all secretarial related works.
* Arranging/Follow-up for appointments with Senior Officials in various State Government
Offices viz MIDC, MMB, MMRDA, and also meeting them personally and maintaining
good cordial relationship with them.
in ‘CVR College of Engineering’ Ibrahimpatam.
Additionally, handled the position of Personal Secretary to Principal.
Reporting to Principal & Examination Branch In charge.
Responsibilities:
* Taking down Dictations, sending faxes, letters and general correspondence with
University.
* Preparing / Maintaining Marks List (both internal & external), Attendance of Students (in
Ms-excel) & sending monthly letters to their parents regarding the Attendance percentage
and Internal Marks of the Students.
* Typing Question Papers for Internal Examinations, Decryption & Printing Final
Examination Question Papers from the CD given by JNTU, Planning & Preparing
Seating Arrangements for Students during Final Examinations, etc.
(vii) Worked as a Stenographer on an Ad hoc/Contract basis
Data Entry of last 8 years Journal Vouchers in Foxpro as well as in BAAN Package and generating reports from the same.
Preparing various miscellaneous statements in Ms-Excel.
Taking down Dictations, sending faxes.
Maintaining up to date files.
Keeping track of general correspondence for payments to vendors.