Executive Secretary And Administration Assistant
AlHejailan Group
Total years of experience :30 years, 9 Months
● Maintains executive’s appointment schedule by planning and scheduling meetings (via Outlook), conferences, teleconferences, and travel (including family),
● Conserves executive’s time by reading, researching, and routing correspondence; drafting letters and documents; collecting and analyzing information; and initiating telecommunication,
● Welcomes guests and customers by greeting them, in person or on the telephone, and answering or directing inquiries,
● Maintains customer confidence and protects operations by keeping information confidential,
● Prepares reports with Powerpoint by collating and analyzing information,
● Provides historical reference by developing and utilizing filing and retrieval systems and recording meeting discussions,
● Assists in the recruitment of workers (professional and personal) workers for the Executives,
● Proficient in Microsoft Office and familiar with Aconex,
● Maintains office supplies inventory by checking stock to determine inventory level; anticipating needed supplies,
● Organizes department get-together and celebrations,
● Contributes to team effort by accomplishing related results as needed.
● Reports directly to the VP - Enterprise Services,
● Coordinates confidential, high-level internal and external executive meetings and executive trips abroad,
● Organizes confidential executive files,
● Arranges local and international trips (business and personal),
● Coordinates/assists departments on documentation requirements as needed,
● Performs others duties as required by the VP.
● Reports directly to the Owner/CEO,
● Coordinates confidential, high-level internal and external executive meetings and executive trips abroad,
● Organizes confidential executive files,
● Arranges local and international trips (business and personal),
● Coordinates/assists departments on documentation requirements as needed,
● Performs others duties as required by the VP.
● Generally in-charged of processing/arranging the most convenient and cost-saving air tickets and hotel reservations for all local and international business trips of KSA employees,
● Coordinated with contracted travel agency and hotels,
● Helped the company to save around 30% to 40% of travel cost upon joining,
● Performed other duties as required by the Manager.
● Imparts to customers the latest trend in make-up, MAC being the world’s top fashion forward make-up company,
● Contributed in the achievement of the branch’s quarter target for 5 consecutive quarters,
● Maintains visual merchandising/lay-out of whole store according to international MAC standards,
● Acts as officer-in-charge of the store in the absence of the Store Manager,
● Ensures that operating procedures of the store are according to company standards,
● Improved customer data base of the store,
● Performs other duties as required by the Manager.
● Reports directly to the Senior Vice Presidents for ‘Design and Construction’ and ‘Asset Management’ divisions,
● Coordinates confidential, high-level internal and external executive meetings,
● Coordinates executive trips abroad,
● Writes and composes memos and communications,
● Organizes confidential executive files,
● Performs others duties as required by the Manager.
(Commenced working in the company as an Executive Secretary, transferred to the Logistics Dept. per recommendation of the past President, and then was asked by current superior to work again as Executive Secretary simultaneously working as Buying Coordinator)
EXECUTIVE SECRETARY
● Reported directly to the Owners (shareholders) Representative/Deputy Managing Director,
● Coordinated confidential, high-level internal and external executive meetings,
● Coordinated executive trips abroad and within the Kingdom,
● Wrote down minutes of meeting and composes memos and communications,
● Organized confidential executive files,
● Stood as Receptionist for executive floor simultaneously,
● Worked for the General Manager, Store Manager, and the Financial Controller simultaneously, and
● Performed others duties as required by the Manager.
AS BUYING COORDINATOR
● Coordinated (thru phone, fax, or email) with international fashion suppliers to arrange schedule of company Buyer 4 times in a year.
LOGISTICS ASSISTANT
(Transferred per recommendation of the President)
● Handled importation of all Men’s and Kid’s merchandise from Europe and US including coordination with freight forwarder and processing of payment,
● Constantly communicated with twenty-five (25) European and US suppliers to ensure proper and swift arrival of merchandise, and
● Improved filing system of department.
EXECUTIVE SECRETARY
● Reported directly to the VP-COO (American National)
● Improved the Performance Evaluation Scheme of the department (reports preparation),
● Improved the info dissemination system of the department concerning regularly issued GM technical bulletins, news, and updates,
● Prepared correspondence for local and foreign business partners and clienteles
● Prepared reports (payroll and performance evaluation studies) for the whole Service Department,
● Prepared internal memos and inter-branch correspondences,
● Dealt with workshop customers on a daily basis, and
● Performed other duties as required by the Manager.
(The company exclusively distributes (nationwide) world famous products like LEGO, Fisher Price, Sanrio, Russ, Swatch, Montblanc & Swarovski.)
● Improved the LEGO and Fisher Price wholesale sales of the company up to 200%,
● Dealt with department and shop owners/managers in the whole Metro Manila as well as the whole country,
● Dealt with foreign (Denmark) suppliers through quarterly Sales Planning meetings,
● Held monthly sales training/seminars for retail store personnel,
● Performed other duties as required by the Manager