Executive Secretary
ILead Integrated Solution ( Sister company)
Total years of experience :10 years, 8 Months
Supervisory experience gained in organizing office routines
* Managing calendars, planning and scheduling meeting and appointments
* Compiled statistics returns and demands
* Coordinate, supervise and implement every aspect of travel arrangements for staff and executives
* Preparing subcontractors and invoices and coordinating with Finance Dept.
* Completed time sheets for employees and coordinating with Payroll.
* Accomplished in organizing events, people and resources.
* Maintained personnel database specific to the organization’s needs.
* Descriptions, personnel specifications and personnel records such as the contract of employment.
* Paid bills, (Impress System) and banked monies on a daily, weekly and monthly basis.
• Responsible for general administrative duties including correspondence, handling telephone calls, distribution of management internal and external mail.
• Handle and monitor the Pool Laptops, Cameras, Dongles, Projectors, etc.
• To keep track of the budget and preparing AFE for all purchases.
• Follow-up and check all Invoices for payments.
• Follow-up and send requests for purchases of Hardware & Software for submission to General Services Department.
• Schedule and confirm appointments for department personnel and arrange/ coordinate meetings; conferences and trainings as required by the organization.
• Responsible for Internet Announcement & Circulars from the management.
• Create and maintain Electronic database in accordance with department business needs.
• Prepared Weekly and Monthly Progress Reports.
• Provided routine administrative services required by the department.
• Assisted the department Personnel in Human Resource related issues, i.e., Business Expense, Payment Requisitions, Travel Bookings and Overtime issues.
• Prepared Daily, Weekly and Monthly Reports of (Finished Goods and RAW Materials).
• Beside routine correspondence assists in typing Subcontract Agreements, Amendments, Bills of Quantities and various reports.
• Perform general clerical duties to include but not limited to: photocopying, faxing, mailing and filing.
• Assistant on tender related issue i.e. (Preparing supplier’s inquiry packages, printing, scanning documents and keeping track of tender and bid bond extension period etc.)
• Responsible for verifying and preparing abstract of Subcontractors monthly Invoicing before proceeding payments.
Composing correspondence and reports.
* Provides secretarial support for the marketing personnel and department personnel.
* Researching, booking flights, transportation, hotel accommodations for department
employees and clients according to specific organization’s business and budget needs.
* Ensure to confirm availability plus convey tentative itinerary to respective traveler for
approval, and after traveler approval confirm reservations, distributes tickets along with
confirmations to traveler.
* Coordination/communicating with other departments to perform day to day tasks.
* Maintaining an electronic database log for incoming and outgoing correspondence /
quotations / Method Statements / Drawings etc.
Maintain filing system for departments in accordance with company procedures and
standards
4
Declaration
I hereby declare that all the information is true and belief to the best of my knowledge.
Thanking you
Fatima A.A. Suleiman
Setting up daily business agenda and appointments scheduling.
* Receiving, recording inward and outward correspondence & documents for all on-going
projects and sorting, circulating same to the concerned department and personnel.
* Developed, implemented and monitored a range of administration procedures and
standards.
* Maintain the filing system according to Company’s procedures and in accordance with
client’s standards.
* Managing all e-mailing duties between the manager and other recipients and planning
schedules whenever needed.
* Manage office supplies.
Employment Duration: From: 29th
Bachelor of Arts with the 2nd class of Honours - Business Management