Office Administrator / Executive Secretary to CEO
Fortune Promoseven
مجموع سنوات الخبرة :18 years, 0 أشهر
- Performs a variety of administrative or executive support tasks that are highly confidential and sensitive.
- Coordinates office management activities for the administrator, executive or commission.
- Researches, compiles, assimilate, and prepare confidential and sensitive documents, and brief the administrator or executive regarding content.
- Reads and screens incoming correspondence and reports; makes preliminary assessment of the importance of materials and organizes documents
- Receives and screens incoming calls and visitors, determines which are priority matters, and alerts the administrator or executive accordingly.
- Informs others of the administrator’s or executive’s position on issues.
- Composes letters and memoranda in response to inquiries.
- Acts as liaison between the administrator or executive, subordinates or others
- Produces a variety of documents, charts, and graphs in final form.
- Updates administrator or executive on status of issues before scheduled meetings.
- Prepares agenda and collects materials for meetings, speeches, and conferences; takes minutes and keeps records of proceedings, Plans and coordinates arrangements for professional conferences.
- Reviews, proofreads, and edits documents prepared for the administrator’s or executive’s signature.
- Takes and transcribes dictation on technical and confidential matters from the administrator or executive.
- Coordinates and facilitates the administrator’s or executive's calendar to arrange appointments, meetings, and conferences.
- Compiles and maintains records, statistical information, and reports.
- Participates in and /or coordinates committees or task forces.
- Establishes and maintains various filing and records management systems.
- Makes travel arrangements; prepares itineraries; prepares compiles and maintains travel vouchers and records
- Managing the full administration and facilities function for the Middle East (offices in Dubai, Abu Dhabi, Qatar, and KSA).
- Managing and supervising the Travel Coordinator, Receptionist, Driver and Office Assistants regarding all workloads and performance.
- Responsible for the management of al PRO services:- Managing the full process for Visas, Labor documents, EID and Business Visas. Liaising with the PRO on all Visa and immigration matters. Developing and maintaining a detailed immigration profile and database for all employees.
- Responsible for maintaining and managing all company licenses, rental contracts, vendor and supplier contracts including following up on the expiry and renewal dates of all Legal documents
- Responsible for all Travel Management:- Overseeing the management of the travel desk ensuring that all travel is kept in line with Company Policy and the required approvals. Providing monthly travel analysis reports for the Senior Management team. Continually developing and managing the travel process. Liaising with Travel Agency on travel desk management, hotels on corporate rates and maintaining quality service.
- Office Faculties management:- Responsible for all purchasing of office supplies and furniture, business cards, office and lift access cards. Responsible for petty cash, Off-Site storage and archives. Also responsible for liaising with vendors and suppliers including negotiating on prices and terms. Responsible for making sure that all office facilities are maintained in a cost effective and safe manner
- Organizing employee related events.
- Overseeing all maintenance etc of Company Car purchase, sale, registration, renewals & service).
- Assisting the HR department in the recruitment process/assessment centres.
- Arranging short terms visas and accommodation for new recruits and assisting employees with family visas, renewals, and relocation
- Orienting new recruits to the various administrative functions, processes and travel desk/policy
- Assisting the Sr. Vice president and the Vice President in creating various important documents pertaining to sale and purchase.
- Providing administrative assistance and maintaining records of various departments of the company like avionics, sales and spares, hydraulics and blade repair workshop.
- Organizing business travel of the staff and company guest concerning their visa arrangement, hotel accommodation and air ticket.
- Maintaining and updating finance related records of monthly inventory, corporate credit cards, utility and stationary, daily records of all incoming and outgoing couriers, personnel records of the staff
- Addition/deletion of staff members in Company Insurance Program
- Processing of employment visa, tickets, and accommodation with regard to new Employees.
- Organizing monthly staff meetings and other related company functions, business parties and other staff recreational activities.
- Maintaining a detailed work schedule for each of the employees working in the company.
- Preparation and generating of the monthly reports in coordination with Australia, and US.
- Ensuring smooth functioning of day-to-day operations of the company.
- Ensuring all the certifications and licenses of the company are valid and processing them as and when they due for renewal.
- Inviting quotes on regular basis for activities outsourced by the company, raising purchase orders and maintaining records.
- Creating templates and power point presentations for the company library and the sales team as well.
- Designing & creating invitations, brochures and presentations using advanced graphic software’s.
- Designing and developing the orientation pack, the yearly calendar and diary for the company.
- Responsible in maintaining and updating the technical library of the company.
Redesignated from Counselor to Administrator
- Calendar/diary management, scheduling meetings, this includes circulating of meeting agenda, minutes, keeping track records, screening the mail.
- Preparation of all documents to be presented for the Center Heads’ meeting, follow-up and feedback for all meeting minute’s actions and update of the progress.
- Responsible for the arrangement of travel, accommodation and visa for business travel
- Maintenance of personnel records & responsible for addition/deletion of staff members in Company
- Responsible for liaising of the processing of employment visa, tickets, and accommodation with regard to new Employees.
- Responsible in organizing monthly staff meetings and other related company functions.
- Responsible for the preparation of monthly reports on all business travels, annual and sick leave.
Trainer
- Additionally conducting soft skill and language courses in the institute and managing the activities of the Non IT department in Aptech. Trained over 50 students who are presently successfully employed in course like English, executive secretary and MS office skills for Administrative Jobs.
Completed graduation in science in 2000.- 1st Division
Completed Intermediate +2 CBSE in 1996 with 1st division
- Completed matriculation ICSE in 1994 with 1st division