Executive Secretary
Rawabi Holding Company
Total years of experience :21 years, 8 Months
Provide principal secretarial and organizational support to the Vice President's / C Level.
Present assignment - Executive secretary of the Group Business Advisor.
• Prepare letters, a portion or all of which may be composed or compiled on the basis of personal knowledge of the subject matter. As instructed or in accordance with precedent, direct mail to other staff members for their action.
• Arrange for, schedule appointments for the executive, including interviewing callers, and making proper referrals; prepare material and arrange for meetings as required.
• Set up, maintain office files, and keep correspondence and reports available for reference and efficient operation of the office.
• Take and transcribe dictation, type and maintain office records.
• Reviews incoming correspondence; initiates replies as appropriate; routes matters requiring action by staff or other companies and follows up to ensure actions are completed.
• Reviews outgoing correspondence, writes and edits for procedural and grammatical accuracy, conformance to general policy and factual correctness.
• Records and/or transcribes minutes of meetings, hearings, dictation, dialogue, etc., and produces document in draft or final format.
• Prepares and/or processes documents; review for accuracy and completeness; update information and/or evaluate against policy; compare elements for consistency or logical relationships, etc.
Worked as the Executive Secretary of the Finance Manager.
• Compose/prepare e-mails, correspondence and inter-office memos for top Management, departments, consultants, banks and clients.
• Update financial reports, business and budget plans.
• Inspect & verify different project supplier invoices, contracts and agreements.
• Check all incoming documents completeness (i.e. authorized signatures, attachments).
• Coordinate all inter-office memos/letters, forms, request transmittals to other departments.
• Exclusively coordinate with bank, suppliers and consultants.
• Manage and coordinate meetings with clients, banks and consultants.
Worked as Executive Secretary of the National Service Manager of Nissan & Renault Service Centers - Qatar. Saleh Al Hamad Al Mana (Group of Companies) is the exclusive distributor of Nissan, Infiniti and Renault automobiles in the Doha, State of Qatar.
•Create in Powerpoint annual Business Plan PowerPoint presentations, to be presented to the top management of the S.H. Al Mana Co. and also to executives of Nissan Middle East - Dubai, U.A.E.
•Consolidate/finalize monthly revenue report which includes presentation of monthly growth and target achievement analysis.
•Coordinate Service Center daily operations with Section Managers, Supervisors, Service Engineers, Foreman, Branch In-charge (including Renault Service Center).
•Compose and prepare e-mails, inter-office memos, proposal letters, correspondence, quotation request and company L.P.O. request.
•Receive customer inquiries, complaints and others needs and convey them to concerned persons/departments for immediate action/solution to achieve Total Customer Satisfaction.
•Schedule & attend department meetings and take down the minutes of the meeting.
•Arrange and coordinate Manager's meetings with clients (individuals & company), suppliers and department staff.
•Booking & confirmation of hotel, visa acquisition & e-tickets of the National Service Manager, section managers and other employees for training.
•Make necessary arrangement of documents/credentials of service staff and coordinate their training schedules with Nissan Middle East - Dubai, U.A.E.
•Create the Service Department manpower requirements/forecast (including comparison from previous years, justification, number of personnel required per location/department).
•Update Service Center Action Plans for operation improvement as per requirement and recommendation of Nissan Middle East - Dubai, U.A.E.
Worked as a Saudi Aramco contractor employee. I was trained and worked under the Helicopter Maintenance Planning unit and was given also the responsibility to perform the duties/task of an asst. fleet planner for Bell206 helicopter.
•Created, scheduled and re-scheduled aircraft maintenance plans for Bell 206, 212/412EP using company SAP system and making sure they are complied with in the correct due time and date.
•Verification of work orders, making sure materials are requested, issued and components installed properly in the system. Making sure data are accurate and work order properly complied with.
•Given the responsibility to conduct parallel testing of Saudi Aramco old legacy Maintenance Planning System with their new SAP Planning System. Successfully completed the testing and was recommended for promotion.
Selected to be a member of the SAP management support team and was given the following responsibilities.
•Checking and verification of aircraft maintenance work routines/non-routines & including FAA legal forms. Making sure that they are properly signed off by licensed mechanics and quality inspectors. Control document work flow passing through materials, maintenance, engineering, quality control and then to planning department. Ensure that proper documentation and compliance entries are accurate in paper and in the computer system.
•Verify that all information are correct in the maintenance plans making sure that adequate materials are requested in advance to prevent shortage. Check all necessary materials are correct and available in stock and make the necessary adjustments.
•Making sure that employees follow proper execution of SAP transactions according to company approved guidelines and policies.
Worked as a contractor employee for Saudi Aramco Pest Control and Sanitation unit under the Ras Tanura Res. & Rec. Services Department of Northern Area Community Services Division.
• Handled all inter-office correspondence, mails, emails and memos. Attends administrator meetings and seminars.
• Create and submit promptly reports due on a monthly, weekly basis, accident reports including distributing work safety letters.
• Conduct short weekly safety and loss prevention meetings by showing videos, brochures and other visual aids.
• Handled office and operation material ordering and inventory of stock, service orders, employee time sheets and other Aramco forms.
• Answers inquiries & request through telephone calls or emails from community residents, offices and industrial facilities within Aramco Northern Area.
• Keep reference files and policy manuals up-to-date or deleting obsolete information.
• Creates Power Point presentations using Saudi Aramco templates and guidelines.