Executive Secretary
Gulf Computer Support Systems
Total des années d'expérience :19 years, 4 Mois
Gulf Computer Support System, established in 1988, with strategically located offices in different GCC countries, is a group of companies divesting into segments including Telecom Environmental Equipment, Uninterruptible Power Supply (UPS), DC Chargers / Rectifiers, Raised Access Flooring. i**
Highlights:
• Preparing RFQ/RFP and Prequalification Questionnaires for the clients like Dewa, Etisalat, Dubai Police, RTA, Dubai Municipality, Abu Dhabi & Dubai Airports and private sectors.
Key Responsibilities:
• Oversaw and provided reliable support to important executives at the top hierarchy of company management including Managing Partner, Operations Manager, and Aviation Manager by understanding as well as fulfilling secretarial or clerical duties required.
• Diligently worked on all correspondences by segregating urgent replies from routine matters to accordingly prioritize, enabling executives to save time yet become more effective at achieving more output.
• Ensured databases of clients and principals were updated on regular basis including information about suppliers and principals so the executives could make important business decisions on timely basis.
• Drafted correspondence involving reply to general inquiries, emails, memos, and other communications as per the direction of senior executives.
• Recorded minutes of general meetings in a highly organized yet summarized manner and timely informed various stakeholders involved about various decisions reached.
• Acted as liaison between various stakeholders to update them about different decisions, updates, and any new plans of actions devised.
• Maintained excellent levels of collaboration with various internal and external stakeholders on behalf of the senior management.
• Improved current filing system for both soft and hard copy documentation to help save as well as easily retrieve files containing important information for future uses.
• Exercised extreme caution while acting as an information gatekeeper to carefully share communications while maintaining strict confidentiality.
• Carried out other important administrative tasks involving petty cash handling, ordered office supplies, managed inventory, and recorded expenses incurred on different items to share information with accounts department.
Al-Ketbi Consultancy is a tourism consultancy firm focused on devising new strategies, destination management planning, marketing, branding, and operations.i**
Highlights:
• Oversaw and fulfilled all responsibilities related to making travel arrangements for company CEO, General Manager, & Sales Director while liaising with Human Resources of Oman Ministry of Tourism, Costa Crociere (Hong Kong & Italy), and exhibitors from various countries to finalize details about flights, hotel rooms, ground transportation, and expense claim reimbursement.
• Coordinated and arranged for travel accommodation to several international destinations including United States, Italy, Oman, GCC Countries, Hong Kong and Netherlands.
• Traveled to Italy to help arrange meetings and trainings.
Key Responsibilities:
• Handled electronic calendar by managing schedules, conference calls, and prioritized appointments as per their nature of urgent.
• Worked on desktop publishing software to prepare documents, presentations, calculation sheets, and other correspondence.
• Reviewed and improved correspondence templates for different purposes to ensure they professionally represented the organization.
• Participated in training of junior staff, delegated tasks to them and assisted in arrangement of internal or external organizational events.
• Administered budgets for various office procurements, managed diaries, kept record of invoices or bills, and filed important documents.
• Assisted in handling documentation while acted as backup for senior executives and managed their diaries in the absence of their personal assistants.
• Conducted various meetings by ensuring availability of boardroom, sent invites to nominated invitees, and ensured required stationery, folders or other items were provided.
• Attended telephone calls in a highly professional yet courteous manner while screening and directing urgent ones to Executives or noting down messages as per the situation at hand.
• Managed emails for executives, informed about important correspondence and replied to urgent communications as per authorization.
• Followed up with various stakeholders on different decisions reached and the actions taken to keep senior management informed about them.
A mobile trading and distribution company established in 1997 with 575 locations and a workforce exceeding 2000 employees working across UAE, KSA, Bahrain, Qatar, Oman, Kuwait, UK, and India.i**
Key Responsibilities:
• Ensured company’s image was professional represented at all times while strictly adhering to set standard operating procedures.
• Coordinated sales promotion activities to give feedback to management to forge better business development strategies.
• Oversaw delegation of tasks to junior staff members while managing inventories, collected receipts for cash sales, kept records, and prepared daily sales reports.
• Acted as first point of contact between customers and the company by proactively listening to them to offer solutions or followed up with relevant department to resolve their issues on urgent basis.
• Remained updated on company’s product line knowledge to offer customers with latest information about features, services, add-ons and any new promotional schemes available.
• Identified and capitalized on opportunities to up-sell or cross-sell company products or services to existing customers.
• Administered submission of prices, pre-qualification requests, and updating of customer databases to directly assist in increasing sales volumes.
• Managed other tasks as desired by the role including coordination with vendors, following maintenance procedures, and making sales prospecting phone calls.
Attended Training, Forum & Seminars. - Middel East Cruise Forum