EXECUTIVE SECRETARY
ALMANA GROUP
Total years of experience :4 years, 10 Months
- Performing various executive and administrative support duties that are highly sensitive and confidential.
- Planning and coordinating arrangements for professional meetings and conferences.
- Taking and transcribing dictation on confidential and technical matters from the executive or administrator.
- Reading and screening incoming reports and correspondence; making preliminary assessment and organizing documents.
- Researching, compiling, assimilating, and preparing sensitive and confidential documents, and briefing the executive or administrator regarding content.
- Reviewing, proofreading, and editing documents developed for the signature of administrator or executive.
- Coordinating and facilitating the executive or administrator’s calendar to arrange meetings, appointments, and conferences.
- Recommending actions to be carried on office expenditures like supply and equipment needs.
- Additional responsibilities are: Preparing invoices for Rental Real Estate, Monitoring Payment Status and Monthly Reports.
• Preparing Quotations for Nortel System & Structured Cabling for Voice & Data Applications
• Creates Bill of Quantities for confirmed purchase orders
• Prepares documented correspondents / business letters in all related transactions.
• Responsible in receiving important documents and fax messages.
• Prepares monitoring log and tracking system for all received and transmitted documents.
• Arranged all daily personnel work reports and prepares daily, weekly and monthly quotation reports.
Scope of Work:
• Take the lead role in purchasing and buying all the materials needed by the company, sourcing vendors, negotiating and tracking deliveries.
• Review and evaluates comprehensively the cost proposals of different suppliers regarding their materials.
• Prepares cost comparison and evaluates the price variance to determine the cost savings of each item to be purchased.
• Monitors the procurement and delivery schedule of the materials and prepares necessary reports.
• Reports directly to the company’s General Manager regarding the status of the purchased materials.
• Liaising with business contacts within the industry on matters pertaining to the activities of the department.