Executive Secretary
Royal World Glass
Total years of experience :15 years, 7 Months
• Operate telephone switchboard to answer, screen & forward call, providing information, taking messages and scheduling appointments
• Greet person entering establishment, determine nature & purpose of visit and direct or escort customers
• Transcribe all correspondence from dictation. Draft and type routine correspondence for CEO.
• Arrange and coordinate office activities and meetings interoffice and with external. Maintain schedules and event calendars, and organize meeting papers to assist CEO in referring to all agenda items and meeting minutes with ease.
• Utilize discretion and judgment to screen high volume of incoming call and correspondence needing the attention to the CEO
• Assist the senior executives in planning, and execution of important presentations, and conferences
• Preparing/maintaining mailing lists for CEO for calendar, eid cards etc by BizCard software (database) and on Ms Excel.
• Coordinating with different Clients
• Travel arrangements including lodging/boarding & transport local and international for CEO, foreign guests and office personnel. Completing forms for travel in accordance with company procedures and visa requirement and assurance of confirm tickets and hotel accommodation and transportation.
• Shopping for souvenirs and giveaways for foreign guests.
• Event management for all corporate dinners including preparation of guest lists and
• Printing/dispatching of invitation cards and booking of hotels/restaurants.
• Assisting in the administrative aspects of the department in coordination with Administration department.
• Maintain Inventory of Office supplies & stationary
• Keeping a record of department member’s leave / movement outside Dubai
• Collect, sort, distribute and prepare mails and courier shipments and deliveries
• Travel arrangements including lodging/boarding & transport local and international guests and office personnel. Completing forms for travel in accordance with company procedures and visa requirement and assurance of confirm tickets and hotel accommodation, transportation and NOC for travel purpose.
• Keep reception area clean and presentable at all times
• Prepare billing reports \ summaries DEWA, Palm Utilities for CEO Personal
• File and maintain records
• Keep a current record of office members whereabouts and availability
• Perform other duties as assigned.
• Operate telephone switchboard to answer, screen & forward call, providing information, taking messages and scheduling appointments
• Greet person entering establishment, determine nature & purpose of visit and direct or escort customers
• Hear and resolve complaints from customers. Transmit information or documents to customer.
• Perform administrative duties for the front desk
• Responding to customer enquiries
• Handling correspondence with clients for follow ups
• Updating customers on the progress of their queries
• Managing the team in the absence of the Team Leader
• Correspondence with customers
• Collect, sort, distribute and prepare mails and courier shipments and deliveries
• Travel arrangements including lodging/boarding & transport local and international guests and office personnel. Completing forms for travel in accordance with company procedures and visa requirement and assurance of confirm tickets and hotel accommodation, transportation and NOC for travel purpose.
• Keep reception area clean and presentable at all times
• Prepare billing reports \ summaries DEWA, SEWA, LPO, PR & GR for admin dept.
• File and maintain records
• Keep a current record of office members whereabouts and availability
• Perform other duties as assigned.
• Transcribe all correspondence from dictation. Draft and type routine correspondence for MD.
• Arrange and coordinate office activities and meetings interoffice and with external. Maintain schedules and event calendars, and organize meeting papers to assist MD in referring to all agenda items and meeting minutes with ease.
• Assist the senior executives in planning, and execution of important presentations, and conferences
• Preparing/maintaining mailing lists for MD for calendar, eid cards etc by BizCard software (database) and on Ms Excel.
• Coordinating with different Clients
• Travel arrangements including lodging/boarding & transport local and international for MD, foreign guests and office personnel. Completing forms for travel in accordance with company procedures and visa requirement and assurance of confirm tickets and hotel accommodation and transportation.
• Shopping for souvenirs and giveaways for foreign guests.
• Event management for all corporate dinners including preparation of guest lists and
• Printing/dispatching of invitation cards and booking of hotels/restaurants.
• Assisting in the administrative aspects of the department in coordination with Administration department.
• Maintain Inventory of Office supplies & stationary
• Keeping a record of department member’s leave / movement outside Karachi