Executive Secretary
Sale Advanced Co. Ltd.
مجموع سنوات الخبرة :22 years, 3 أشهر
Reporting to the Chief Audit Executive. Organizes office operations and procedures. Preparing confidential administrative and business correspondences. Assists the department head in recruiting staffs. Meets and greets clients and visitors. Assisting the department head in evaluating staff performance. Designs filing system, and ensures filing system in maintained and up to date. Ensures effective transfer of files and records. Ensures protection and security of files and records. Handles the departments' fixed assets and stationary. Coordinating information for the managers from various departments. Prepares Audit Committee package in a proper order. Arranges business trips, itineraries and hotel reservations and accompanies when requested. Maintains confidentiality. Maintains division's monthly reports. Gathers and complies information required. Assisting the Chief Auditor to prepare audit reports. Receives, directs and relay telephone messages and fax messages. Assisting in the planning and preparation of meetings, reserves conference rooms and organize food for the meetings. Prepares and circulates agenda, attend meetings, takes and distributes meeting notes and follow up on action items. Handles incoming and outgoing mails and related registers. Assisting in the preparation of budget of the department. Follow up with personnel department for employees annual vacation and termination. Follow up with personnel department for visa availability. Performing other tasks as required at the request of the department head.
Reported to the principal (Head) of the law firm. Prepare correspondence and legal papers such as summonses, complaints, motions and responses under the supervision of an attorney. Review legal journals and assist with legal research. Alert manager about cancelations or new meetings. Manages all incoming and outgoing correspondences and ensured all received by the intended addressee. Answers telephone calls and handles in appropriate manner. Receives incoming documents, parcels and distributes them to the concerned personnel. Receives outgoing parcels and send them to the intended locations using the appropriate methods of dispatches. Arranges meeting, and transcribes minutes of meeting. Manage spreadsheets. Prepare confidential and sensitive documents. Prepare statistical reports. Determine matters of top priority and handle accordingly. Prepare agenda for meetings. Help to prepare office budget. Coordinate travel arrangements; prepares itineraries; prepare, compile and maintain travel vouchers and records. Schedule meetings and arrange conference rooms. Handle information requests. Coordinate office management activities. Maintain hard copy and electronic filing system. Operate office equipment, such as photocopy machine and scanner. Brief supervisor on matters to be considered before staff meetings and on problems and issues affecting the supervisor’s area of responsibility. Assists in the preparation of financial reports; prepares travel vouchers, time keeping, and other personnel records. Maintain client confidence by keeping client/attorney information confidential. Maintain office supplies by checking stocks; placing and expediting orders; evaluating new products. Welcome guests and clients by greeting them in person or on the telephone.
Reported to the General Manager of the Company. All kinds of secretarial works, including handling correspondences, organizing and systematic filing of documents, both its soft and hard copies. Creating and maintaining office systems and monitoring efficiently with office supplies. Preparing presentation and providing assistance during the meetings. Arranging business trips of the department managers; their tickets, accommodation and airport pickup. Organizing and maintaining diaries and appointments.
Mediating with clients on claims complaints, assisting in reassessment requests from clients with appropriate reference to the claims administration and the medical consultant teams. Taking responsibility for claims enquiries both written and verbal. Continually working to improve client service procedures and standards.