Executive Secretary
Gulf Inspection International Co. (GIICO)
مجموع سنوات الخبرة :9 years, 3 أشهر
Executive Secretary
Maintain the ISO Quality Management System for all locations
Promote and ensure compliance to company and regulatory Quality Management System at all time.
Handle the responsibility for daily communication including maintenance of calendar, appointments, and document expiry
dates.
Responsible for Pre-qualification and Tenders submissions.
Prepare invoices or financial statements and provide assistance in bookkeeping
Execute support services including answering telephones, assisting visitors, and resolving administrative problems.
Prepare and manage correspondence, receive emails and ensure smooth and effective communication to and from
Senior Management. Take and transcribe notes.
Filing and organization of documents (both electronic and / or hardcopies)
Creating, organizing, and managing various documents, including reports, memos, and meeting minutes.
Communicates deadlines and sales goals to team members.
Office documentation and presentation
• Managed front reception desk by answering phones, greeting and directing visitors, and
responding to email inquiries.
• Receiving and filing physical mail and fax documents that improved efficiency and
eliminated delays in time-sensitive issues.
• Management, control, and tasking of correspondence, including emails, facsimiles, and
messages, addressed to the President
• Control of requests for CEO meeting to external agencies, vendor.
• Provide administrative and logistic support for visiting dignitaries.
• Planning of travel requests for the CEO and guests.
• Maintain master corporate calendar of all all-hands events, conferences, holidays.
• Receive incoming calls and emails; take messages, respond appropriately.
• Maintain daily electronic journal, arrange meetings and appointments and provide
reminders.
• Take dictation and meeting minutes.
• Produce professional quality reports, presentations and briefs Skills.
Office documentation and presentation
• Answered incoming calls from customers to create orders, resolve issues, initiate refunds,
and modify account information.
• Listened calmly to complaints and resolved issues in a professional and accommodating
manner
• Devising and maintaining office systems, including data management and filing.
• Screening phone calls, enquiries and request, and handling them when appropriate.
• Organizing and maintaining dairies and making appointments.
• Dealing with incoming emails, faxes and post.
• Producing document, briefing papers, reports, quotations and presentations.
• Meeting and greeting clients and visitors to office.
• Updating & maintain the holiday, absence and training records of staff.
• Maintains student attendance and enrolment data (e.g. as assigned) for the purpose of
complying with district, state and federal requirements.
• Monitors account balances and financial transactions (e.g. general fund school budget,
account expenditures, purchase order documentation, etc.) for the purpose of maintaining
accurate records in compliance with accounting and record keeping practices.
• Orients new site personnel (e.g. substitutes, staff, volunteers, etc.) regarding appropriate
school and district practices (e.g. keys, folders, directions, building procedures, etc.) for the
purpose of effectively assimilating new personnel and/or volunteers into site operations.
• Oversees office staff, student assistants, volunteers, etc. for the purpose of ensuring
appropriate procedures are followed and/or meeting work demands.
• Prepares a wide variety of reports and written materials (e.g. budgets, memos, letters,
flyers, handbooks, discipline, truancy and suspension reports, fire drill reports, etc.) for the
purpose of documenting activities, providing written reference and/or conveying
information.
• Processes a variety of documents and materials (e.g. purchase orders, substitute time
sheets, daily attendance, work orders, etc.) for the purpose of disseminating information
to appropriate parties.
• Researches discrepancies of attendance information and/or documentation for the
purpose of ensuring accuracy of attendance data.
• Responds to inquiries from a variety of internal and external parties by phone, letter
and/or in person (e.g. staff, parents, students, public agencies, etc.) for the purpose of
providing information, facilitating communication among parties and/or referring to
others.