Executive Assistant
Ansar Arabia Contracting Company
Total years of experience :23 years, 8 Months
Executive Assistant for CEO/CFO.
• Managing the day-to-day operations of the CEO’s and CFO’s office.
• Organizes CEO/CFO travel arrangements (International and Domestic) including Flight Booking, hotel booking, transportation, and Restaurant bookings.
• Perform administrative and office support, such as preparing letters, presentations, reports, maintenance of filing system and contact database.
• Provides historical reference by developing and utilizing filing systems.
• Maintains office supplies inventory by checking stock to determine inventory level; anticipating needed supplies; evaluating new office products; placing and expediting orders for supplies; verifying receipt of supplies.
• Welcomes guests and customers by greeting them, in person or on the telephone; answering or directing inquiries. Schedule Executives appointment and meetings.
• Safe keeping company’s Govt. & legal documents (All the Companies owned by Group). Monitoring expiry and renewals of all Govt. and legal Documents before expiration.
• Handling Companies Accounts (Online Payments, Maintains Cheque Registers, Monthly Payments, Salaries and Suppliers Payment Request & VAT Invoices)
• Handling Office and Personal Petty cash for Executives. Preparing expenses reports.
• Handling Bank Accounts Saudi and Outside Saudi for the Executives. Processing outgoing transfers and preparing cheques.
• Upkeep of the vehicles used by Executives and for domestic uses, processing insurance and monitoring expiry and renewals.
• Preparing payroll and benefits for domestic works, arranging travel arrangements. Monitoring expiry and renewals for their Iqama and passport.
• Processing USA, UK and Schengen Visas for Executives and their Domestic Workers.
• Handling payments of Monthly and Yearly Bills payments for all the telecommunication and utilities services used by Executives.
• Responsible to supervise Manpower Daily Attendance Reports approximate 3500 employees working in KAUST Projects.
• Supervising for encoding all MDRs.
• Responsible for preparation/follow-up of timesheets for Leave/Resignation/Termination accurately and on time.
• Responsible for encoding Actual Overtime Hours in OTR (Oracle based Software) for budgeting purpose and to maintain budget of Overtime on month basis.
• Process Overtime Hours Requisitions for KAUST Projects to Head Office for Approval.
• Maintain Sick Leave records of all employees working in the Project.
• Process All Salary Adjustments for Payroll Department.
• Assists employees with their general payroll and benefit enquiries, Prepares employment verification letters and answers employee queries
• Make arrangement to send employees for Mission to other projects, meeting, Trainings, recruiting.
• Processing employee’s Transportation Allowance Request to Management approval
• Employee orientation, development, and training and recordkeeping
• Prepare documents to get KAUST Security ID to enter their assigned site.
• Coordinating with passport & archive section, security, investigation & logistic department.
• Maintaining existing & new employee’s data.
• Submitting weekly, monthly reports to the HR Manager.
• Any other job assigned by Manager HR.
• Processing of Staff Movement Form (SMF) in case of vacation, transfer, resignation, termination or dismissal.
• Processing of final exit (surrender of Iqama’s for final Exit Visa, Timesheet, purchase Order, payment and other needed tasks)
• Dispatching Vacation, Final Exit, Transfer and other documents.
• Making of End of Leave Declarations and the computations.
• Processing of requests: eg. Employment certificates, new request of transportation, housing and furniture allowances, etc
• Following up Exit Re-entry, purchase Order, payment and other needed tasks)
• Receiving Arabia Cards and distribute it.
Job description:
Computer Operator.
Responsible for the department’s mail received and send.
Keeping care and maintenance of all documents and official files as well as other Office equipment under my responsibility
Keeping files and archives,
Funds Management.
Responsible for cashiering or handling cash payments for parties, wedding, functions, meetings, conferences, suppliers etc….
Preparing correspondence and letters for the Manager.
Perform admin tasks such as monitoring staff’s daily attendance, photocopying, faxing, scanning documents…etc
Providing materials and office supplies for the employee.
Directing guests and providing information about the Company
Managing Program Coordinator’s calendar and schedule.
Monitoring general cleanliness and work place safety.
Organizing staffs monthly meeting.
Other duties as assigned
Job description (As a Controller Budget & Cashier):
Funds Management/Budget Control.
Responsible to check payment vouchers before approval and make entry in respective Head for debt
Responsible to provide coin list before withdrawal of payment
Responsible to withdrawal of amount for cashiering or handling cash payments for parties, wedding, functions, meetings, conferences, suppliers etc….
Prepare Monthly, Quarterly, Six monthly and yearly reports.
Maintain rough Cash Account
Responsible to Deposit Income and Sales Tax
To Prepare Staff Payroll sheet
Other duties as assigned.
Job description (As a Computer Operator):
• Responsible to maintain all data by Computer.
• Preparing computerized paper works requested by the Manager.
• Responsible for the department’s mail received and send.
• Preparing correspondence and letters for the Manager.
• Perform admin tasks such as monitoring staff’s daily attendance, photocopying, faxing, scanning documents…etc
• Other duties as assigned
Job description (As a Store Supervisor):
• Member Local Purchasing Committee.
• Data Entry of Stores Received/Issued.
• Monitoring monthly inventory of all items.
• Attending monthly Supervisor’s meeting to report department performance and sales achievement.
• Supplier & Customers Aging.
• Ensure store safety and cleanliness.
• Responsible for handling of petty cash and store keys