Executive Secretary to the Group Chairman
Olayan Saudi Holding Company
Total years of experience :10 years, 3 Months
Serves as the administrative and functional point person for the Chairman’s corporate,
community, and personal matters to ensure smooth functioning of activities and processes in
multiple lines of business. Requires full time availability with flexible hours.
Duties & Responsibilities:
• Manage multiple projects as assigned by the Chairman related to diverse
• Lines of business, community, and personal interests with inter-related activities and relationships.
• Stock Market Reports - TADAWUL (SAUDI LOCAL STOCK MARKET), as well as Global Stock Market Exchange.
• Banking Matters/ Needs of the Chairman
• Payroll of Household Workers
• Insurance Policies Renewal/ Processing
• Works closely with other team members to assure the Chairman’s preparation for meetings,
presentations or other engagements.
• Administrative and functional activities.
• Handles financial and accounting matters for the Chairman with confidentiality.
• Prepares and sends business and private correspondence to Business Partners, Ambassadors, Royals, World Leaders etc.
• Carries out responsibilities with professionalism, respect for others, in accordance with the
organization’s policies and applicable laws.
• STAFF Recruitment
• Any other duties as assigned.
Key Deliverables: Efficient and smooth operation of the Group Chairman’s office.
Achievements:
• Introduced core office systems, which resulted in increased efficiency of work processes.
• Implemented a novel filing system that dynamically assigned library numbers to folders and files.
• Reorganized the office supplies inventory system, incorporating a module that sends a reminder when the inventory for any item went lower than 20%.
• Decreased office supplies cost per year by switching from an expensive supplier to a cheaper one who offered the same quality.
• Set up a core system to organize incoming mail, which eliminated distribution hurdles completely.
• Streamlined the scheduling system, resulting in increased communication between office and other parties.
• Singlehandedly prepared a plethora of materials or Guidelines, now being used for all workshops/ meetings and conferences that the company organizes.
• Introduced and implemented a form processing system, resulting in a 50% decrease in processing time.
• Scheduled 3 meetings and a large annual event simultaneously, without a single evident problem on any of the 4 occasions.
• Reduced executives’ travel expenses by incorporating the services of a less expensive travel agent.
• Streamlined office workflow by organizing files and records, increasing efficiency by 40%.
• Successfully coordinated the logistics and other tasks when we shifted our office to a new location.
Duties & Responsibilities:
• Responsible for heavy calendar management, requiring interaction with both internal and external executives and assistants, as well as consultants, to coordinate a variety of complex executive meetings.
• Communicate and handle incoming and outgoing electronic communications on behalf of the Partners.
• Assist Partners with preparation of presentation materials.
• Review and summarize miscellaneous reports and documents; prepare background documents and outgoing mail as necessary.
• Prioritize and manage multiple projects simultaneously, and follow through on issues in a timely manner.
• Sales Report
• Arrange travel schedule and reservations for executive management as needed.
• Work closely with the Partners to coordinate and launch hard copy or email campaigns to consultants, clients and potential clients.
• Other duties assigned.
• Resolved disputes between different departments and staff members through problem-solving skills.
• Helped new staff members to adjust to the new office environment quickly.
Achievements:
• Streamlined documents control, filing system, and introduced a new standard system that is easily understood by all, and makes it quick to retrieve as needed.
• Negotiated with our travel agent to get a better price for air fare and other services by shifting the Account of the Manager’s Office to Company Account from Personal, thus getting discounted prices every time we avail of their services.
• Able to get a new supplier that can give us better pricing on our stationary supply needs.
• Successfully lobbied to change or modernize our IT peripherals for smoother operation in our office such as a new Fax Machine, new photocopier and wireless all in one printer. And also our Avaya system (switched to digital from analog) was changed/ updated as well.
Duties & Responsibilities:
• Answer inbound calls and chat and listen to customer’s concerns and questions, and respond accordingly.
• Write professional responses to agent e-mails and chat using proper grammar, spelling, and punctuation.
• Assess technical issues and identify solutions.
• Educate and coach customers on best practices for using our system.
• Assist internal sales, marketing, customer operations and technical teams when needed.
• Responsible for placing outbound calls to customers to walk them through Market Leader products, including answering tier 1 and some tier 2 technical support questions.
• Maintain functional knowledge of internal applications, customer products as well as all customer facing web sites.
• Efficiently respond to customer e-mails and chat at all times, maintaining composure during challenging situations.
• If needed, responsible for registering subscribers for company seminars using sales presentation skills.
• Back up Customer Care Specialist I - making outbound calls to registered visitors of our customer’s sites during peak times.
• Other duties as assigned.
Achievements:
• Able to create spiels and designed macros which resulted to 300% over target in productivity and consistency in 100% Quality.
• Wall of Fame Awardee - Best Customer Care Specialist - IBM Daksh Phils -- 2009
• Highest Stack Rank for NON-CSAT- IBM Daksh Phils - 2009
• Best Customer Care Specialist - Non-CSAT - IBM Daksh Phils- May 2008 - October 2008
Bachelor of Science in Information Technology, AMA Computer College (Philippines)