Secretary to CEO, Medical
Modern Pharmaceutical Company
مجموع سنوات الخبرة :12 years, 4 أشهر
Job Responsibilities:
• Providing complete administrative support to the CEO.
• Handling the CEOs complex calendar and scheduling high-level meetings, blocking appointments and events, as per the CEOs priority. Regularly reviewing the calendar to accommodate new requests or travel plans and keeping the CEO informed on changes.
• Managing internal and external meeting room bookings and handling logistics for executive meetings which includes meeting agenda, distribution of presentation materials, etc.
• Coordinating travel arrangements for CEOs business travels - supporting visa application, preparing itinerary, undertaking necessary internal approvals, arranging final flight/hotel booking through travel coordinator. Preparing local and overseas expense reports for the CEO relating to his business-related travel.
• Drafting, and circulating various emails, corporate letters, circulars, announcements, and standard forms. Filing and maintaining divisional correspondence both digitally and in hard copy.
• Executing gateway and gatekeeper role for the CEOs office, to bridge clear communication and workflow between CEO and other internal and external stakeholders. Flagging topics that require urgent approvals, and immediate attention, and keeping the CEO updated on matters of critical importance.
• Maintaining confidentiality while communicating, undertaking tasks, and handling information.
• Independently managed the arrangements of the Arab Health event where we participate as an exhibitor every year. Arranged the pre-logistics, coordinated stand design requirements, and negotiated with stand contractors, and other suppliers, liaising with co-exhibiting principals, arranged parking, badges, etc., along with internal approvals, and processing payment requests. Maintained expense tracker to track the overall event spend and submitted report to Finance.
• Effectively communicating and serving as a primary point of contact for internal and external stakeholders for matters of the CEO’s office. Communicating and coordinating with cross-functional departments for divisional requirements.
• Coordinating with the Legal department on principal and customer contracts, NDA’s, and due diligence that require CEO’s review and final signature.
• Coordinating with the HR department and processing new hires pre-joining, staff joining, probationary review, confirmation, and final clearance formalities.
• Coordinating with the Learning &Development department on new hire induction and employee training. Maintaining quarterly training tracker.
• Reviewing resumes, and scheduling interviews with candidates as per CEO’s availability.
• Updating organizational chart and maintaining staff files, leave records, and other documents.
• Quarterly updating Contact directory of Medical employees, Customers, and Principals.
• Maintaining leave tracker for the CEO’s direct personnel.
• Tracking the performance review status of the department and sending quarterly reports to the CEO.
• Managing and controlling walk-in traffic at the CEO’s office, greeting and receiving visitors, and handling queries and customer complaints courteously and effectively.
• Guiding the department on company policies and SOP.
• Liaising with the Facility department and replenishing office supplies and printer supplies.
Role: Administrative Secretary to Managing Director (January 2014 - July 2017) Job Responsibilities:
• Providing complete secretarial and administrative support to the Managing Director.
• Proficiently drafting external and internal correspondence, emails, and other standard authority forms as per the appropriate format.
• Managing calendar, scheduling meetings and appointments for the Managing Director.
• Screening, retrieving, and routing emails, documents, and drawings as and when needed to the concerned division. Maintaining and tracking documents/drawings with proper transmittals.
• Diligently filing and maintaining important client/authority documents and drawings.
• Interacting and coordinating with clients, Contractors, Suppliers, and internal staff cordially.
• Providing administrative support during tendering for various projects which includes compiling and issuing tender documents, preparing tender invites, circulating addendums, following up with bidders, assisting in preparing tender analysis reports, etc.
• Compiling Contract Documents and ensuring the execution of the Contract signing process.
• Assisting in preparing and issuing payment certificates, interim bills, and LPOs to contractors.
• Drafting offer letters, and employee correspondence, and maintaining employee records as per company policy.
I worked as a Finance executive in the Treasury department at Cleartrip, Mumbai. Here, I reported directly to the Finance Manager.
I worked as an HR executive in a HR consultancy firm where I was reporting directly to Senior Recruitment Consultant.