Executive Secretary to General Manager
Delicious Holdings
Total years of experience :17 years, 8 Months
• Screening and independently handling incoming and outgoing calls.
• Arrange for outgoing mails and packages to be picked up.
• Receive and process incoming and outgoing mails and correspondence.
• Schedule meetings, attend and take notes on each meeting.
• Prepare and organize reports, correspondence and presentations.
• Provide administrative and clerical support to departments or individuals.
• Maintain CEO’s calendar - Plan & schedule meetings, teleconferences & travels.
• Make online payments such as Dewa, Mobile bills and Salik topup.
• Prepare cheques and maintain records of all credit card payments.
• Independently correspond to emails that are received.
• Follow up on official reimbursements and necessary payments.
• Coordinate travel and hotel accommodations and airport transfers.
• Prepare itineraries, compile travel vouchers and prepare travel LPO’s.
• Prepare and maintain CEO’s expense report.
• Create, transcribe and distribute meeting agendas and minutes.
• Handle sensitive/ confidential matters in accordance with the company’s policy and instructions.
• Maintain and update data of HR & ADMIN departments.
• Create invoices, filing receipts and dealing with all financial documentations.
• Order and maintain stationery, pantry and office equipment supplies.
• Maintain an effective filing system for quick retrieval of documents as and when required.
• Prepare confidential letters and keep records of all sensitive documents.
• Organize events, provide administrative tasks for various events & volunteer activities.
• Minute taking and distribution of minutes at project meetings as required.
• Attending and directing calls.
• Receive and process incoming and outgoing mails & correspondence.
• Independently correspond to emails that are received.
• Coordinate with suppliers, prepare quotes, prices, purchases, follow ups etc.
• Assist accounts department in different office activities.
• Oversee the provision of assistance for conferences and meetings as required.
• Lead and manage the administration team for improvement and development in the organization.
• Organize and store paperwork, documents and computer-based information.
• Order and maintain stationery, pantry and office equipment supplies.
• Schedule appointments/ Interviews and arrange for meeting rooms.
• Arrange hotel accommodation & conference facilities.
• Coordinate travel arrangements for staff/ prepare LPO’s.
• Draft letters to consulates, clients etc.
• Maintain and implement office system.
• Maintain an effective filing system for quick retrieval of documents as and when required.
• Make special arrangements for office events/ functions.
• Follow up on official reimbursements and necessary payments.
• Maintain and update data of HR & ADMIN departments.
• Make travel bookings/ prepare LPO’s.
• Maintain daily filing and keeping records.
• Maintain employees leave/ salary database.
• Schedule appointments/ Interviews & arrange meeting rooms.
• Prepare different files for finance & HR department.
• Draft letters to Consulates, clients, salary certificate loan etc.
• Keep track of business travel expenses.
• Prepare headcount on monthly basis.
• Keep records of incoming and outgoing mails.
• Order and maintain stationary & pantry items.
• Maintain files of signed contract letters/ job description of employees.
• Maintain a sheet of all employee’s passport & visa expiry dates.
• Prepare different sheets on excel.
• Make arrangements for events.
• Attending and directing calls.
• Receive and process incoming and outgoing mails & correspondence.
• Drafting letters to consulates, clients etc.
• Handle/ filing of the whole department.
• Maintain database of contacts.
• Prepare different files for tenders.
• Schedule meetings/ Interviews & arranging meeting rooms.
• Handle inbound calls of customers.
• Provide knowledge to customers about different packages, rates, tariff etc.
• Attend different sessions on new tariffs.
• Open, sort and distribute incoming correspondence.
• Attend and direct calls.
• Order and maintain stationery and office equipment supplies.
• Maintain electronic and hard copy filing system.
• Assist in resolving any administration problems.
• Provide general administrative and clerical support. Including mailing, scanning and faxing.
• Prepare and modify documents including correspondence, reports, drafts, memos and emails.