Sr. Executive Secretary / Sr.Administrator - HR & Admin & Executive Project Assistant
IMPERIAL TRADING AND CONTRACTING CO.W.L.L
Total years of experience :17 years, 4 Months
•Executive Assistance and Office Administration:
•Analyze and handle all common correspondence which requires in-depth knowledge of Company's policies and ensures follow-up.
•Read and analyses incoming e-mails, faxes, memos, submissions and reports, determine their significance and plan their distribution and action.
•Maintain diary, propose and set appointments for CEO, General Manager and Operations
•Managers for their various meetings and organize the travel of visitors.
•Prepare and maintain travel calendar and make travel arrangements like flight tickers, hotel booking etc. for CEO, General Manager and Operations Manager.
•Maintains contacts database of appropriate agencies to facilitate the exchange of Information
•Attend weekly, biweekly, monthly and annual meetings and other special meetings, transcribe and circulate minutes of meetings.
•Attend various telephone calls, screen it and forward to the concerned executive / relay messages.
•Search for and select necessary and significant information whenever applicable for Executive Management from files or from web.
•Prepare statistical updates of various data in business context, which may call upon personal Know-how and require analytical capabilities.
•Keep up schedules for the meeting to be held, prepare meeting agenda, arrange meeting facilities and inform attendees of forth-coming meetings.
•Coordinate information and activities relating to other management members and their secretaries
•Remind attendees of forthcoming meetings, prepare meeting agenda and arrange meeting facilities.
•Answer employees' queries in a timely and professional manner
•Perform First Aid or CPR if required.
Project Coordination / Project Support:
•Communicate with clients, consultants, subcontractors, suppliers, banks, locally or internationally through business letters or through emails, pertaining to various ongoing projects and completed projects, which require in-depth knowledge of the Company policies and requires follow-up, analyze and update the status to the executive management.
•Coordinate with all the ongoing projects of the company for arranging facilities.
•Deploy required skilled and unskilled manpower for the execution of the project
•Receive manpower report from all projects on a daily basis, summarize and submit to the Operations Manager.
•Receive manpower requisitions from all the projects and arrange as per requirement.
•Demobilize additional manpower from projects and deploy where ever required based on project manpower histogram.
•Collect the all the document submissions from projects and submit to management.
Human Resource / Recruitment Coordination:
•Find reputed international manpower recruiting companies, discuss and finalize with for recruitment of skilled and unskilled manpower.
•Prepare pre-recruitment documents such as Demand Letter and other relevant documents required for international manpower recruitment.
•Endorse Demand Letter with the Chamber of Commerce and Industry and send to the concerned recruitment company.
•Arrange convenient flight tickets and hotel bookings for the delegates travelling internationally for the recruitment and selection process.
•Receive the CV’s of selected or shortlisted candidates by hand or through courier.
•Prepare final selection list of candidates and send to the recruitment companies.
•Send letters of the selected candidates and send to the recruitment companies.
•Process visas for the candidates who have accepted the offer.
Procurement & Logistics:
•Contact various suppliers from China, Europe, USA, Austria for purchase of materials.
•Receive and verify and approve the sample materials.
•Send enquiries for materials purchase, receive quotations, negotiate prices and place purchase orders.
•Check with banks for the receipt of original documents from the supplier for Payment through LC.
•Coordinate with the clearing agents for the custom clearance & arrange customs charges.
• Record consignments for processing.
• Fill up docket or airway bills, Pack, prepare, classify and hold the shipments according to destination.
• Calculate and account the shipment statistics as weight, destination, quantity, type and charge.
• Do Material handling as receipt and delivery to the desired routs.
• Communicate, coordinate, follow up and report about on processing or hold items to be manipulated and delivered to other parties or provide feedback.
• Provide presentable communications to clients and answer queries at the desired level.
• Perform filing and documentation.
• Provide with vital assistance to keep records.
• Carry out reception activities as answer phones and read and analyze emails.
• Serve other logistics operations as desired and requested by higher level management.
• Coordinate with sales and marketing departments.
• Ensures the availability of adequate staff to meet the planned shipping schedules.