Ofice Secretary to Executive General Manager
North Gate WLL
Total years of experience :9 years, 7 Months
• Assist Executive General Manager (EGM) in administrative tasks by contributing to company’s objectives.
• Scheduling appointments & meetings, efficient calendar management for EGM.
• Attending meetings, preparing minutes, distribution as directed & filling.
• Drafting letters, memos, correspondence as outlined/ discussed by EGM.
• Gathering information and preparing reports using MS Office applications as required.
• Maintain EGM office file system and records, ensure files are marked properly and retrieved easily.
• Legal Dept: File Documentation of special companies/ partners/ internal documents. Some Letter/ Contract preparation as drafted/ guided by Contracts Manager. Ensure confidentiality & safe storage of decades’ files.
• Process incoming and outgoing consignments as assigned, coordinate with drivers and logistics service providers.
• Sometime meet executives on behalf of EGM, exchange business card, brief discussion & report back to EGM.
• Answer & make phone calls on behalf of EGM.
• Reply to some emails on behalf of EGM as directed.
• Prepare purchase orders, cheque requests, travel forms.
• Work on special projects, communication, coordination, research, filling, being discreet and maintain for future.
• Everyday communication and coordination with department heads, co employees, vendors, general public to ensure EGM office tasks are completed efficiently & on time.
• Work collaboratively with Secretaries in a team environment and back up them during vacation/ leave.
• Ensure smooth running of EGM office, perform other administrative tasks of sensitive and confidential matters.
• Scheduling meeting & calendar management on behalf of M.D.
• Attending meetings and preparation of minutes.
• Preparing letters, inter-office memos, written records, presentations as directed by MD.
• Coordinate, communicate regularly among MD, stakeholders, internal depts. ensuring work objectives are met.
• Assist in personal appointments, transactions, bank card purchases, update & maintain.
• Designed, updated, maintained files for - exchanged/ reciprocated records, vital information, submissions, govt. related documents - Administration, some Legal, Leasing, special Clients.
• Provided employee relation support for smooth operation of HR dept. in compliance with local labor law. Processed joining formalities & reports submission, documentation, PRO coordination for visa, labour contract, sharing financial data with accounts dept. Drafting offer letters, contracts, special request. Handling and resolving some employees’ issues as per Management direction. Oversee disciplinary measures. Important passports & visas safe keep, movement monitoring.
• Communication, coordination with health insurance company for issuance, renewal, claims, reimbursements.
• Handle travel arrangements, booking flights, visa issuance, accommodation, ground transportation.
• Assisted other depts. during Secretaries leave/ vacation.
• Order office supplies, submit and reconcile expense report.
• Maintain cordial relationship with clients, listen their concern and participate to resolve as directed by MD.
• Meeting & greeting parents/ visiting guests as directed by M.D.
• Taking dictation, typing and letter draft, business correspondence, reply to mail on behalf of M.D.
• Working on daily diary commitments - particular communication exchange, email replies, managed effectively as directed by M.D.
• Organising & scheduling meetings, appointments on behalf of M.D.
• Preparing agendas & documents for meeting, taking minutes & circulating as directed by M.D.
• Compiling information, preparing reports/ presentations using MS office applications.
• Receiving, directing & conveying messages and calls to M.D.
• Handle confidential correspondence/ matters of M.D
• Point of contact among executives, employees, clients, vendors, representing the M.D.
• Storing documents & records in computer & file documentation.
• Making travel arrangement, visa issue & hotel booking as directed by MD.
Support to HR dept:
• Preparing documents to submit in Immigration, Labor office, Supreme Education of Council, Embassies, etc to get work permit for some local & oversea employees.
• Preparing for some employees’ their offer letter, employment contract & issuing the same.
• Updating & maintaining those employees’ files.
• Meeting with delegates/ officials intended for General Manager.
• Taking dictation & typing; drafting letters/ business correspondences, replying to some mails on behalf of G.M.
• Setting reminders & quick brief of office matters to G.M.
• Scheduling meetings & appointments for G.M.
• Attending meetings, taking minutes & circulating as directed by G.M.
• Preparing reports/ presentations using MS office applications.
• Receiving calls to G.M. office, taking actions accordingly.
• Handle confidential correspondences/ bank transactions of G.M. office
• Making travel arrangements for the G.M.
• Storing documents in computer & hard copy filing.
• Coordinating with internal colleagues and external parties for smooth run of G.M. office
• Handling petty cash, review invoice of GM special needs & submit to accounts for payment.
• Assisting in any other secretarial works as required by the G.M.
• Answer and make phone calls for Dir office, take appropriate actions.
• Scheduling meetings & appointments for Dir.
• Relay instructions & assignments to executives as directed by Dir, coordinate with them and help them in preparation of reports, presentations.
• Typing & letter drafts as dictated by Dir.
• Making travel arrangements like ticket booking, visa application, hotel booking.
• File documentation of the works performed, reports, etc.
• Coordinating and communication for other office management activities.
Higher Second division with Distinction in Honours