Executive Secretart
Hamad Medical Corporation
Total years of experience :12 years, 11 Months
Executive Secretary & Residency Program Coordinator
Administrative Work directly with Chief Executive Officer (CEO) and Chief Operations Officer (COO) of the company Handles Administration and Accounting Functions Coordinate with all Private Client Managers regarding new cases submitted Meet different suppliers in behalf of the CEO and COO. Responsible for development & implementation of efficient office systems Assist in maintaining staff records and monitor expiry dates of visas for renewal Works closely with PRO to renew all Office Licenses and Visas Track and help manage calendar, assist with meeting set up, and other duties as assigned Financial Handles Bank account and process salaries of Employees Prepare commission payment monthly to Consultants Provide support for Finance, assist Group Accountant to reconcile monthly bills and payments Prepare and Sign LPO for Supplier, hotel and Car rental companies Prepare monthly commission to Consultants Update banking spreadsheets daily Update petty cash spreadsheet as required. Check the spreadsheet matches the contents of the cashbox and file the receipt Organizational Support Links all company branches for the smooth running of the organization coordinates with groups within the business to ensure the implementation of new programs and policies Helps the organization maintain relations with partners and suppliers. Communication Provide IT support for the staff, help monitor staff needs, assist staff with problem solving Update contact register on an on-going basis Perform insurance verifications Keep records of and distribute faxes/posts Keep the stationary cupboard stocked and tidy Prepare, dispatch and log documents sent by courier Log into courier sites regularly for tracking documents dispatched and update the courier log Scan and log documents received by courier Scan received documents relevant to business operations Record and update new clients on the CRM system Assist in maintaining and following up diary reminders Ad hoc task as required Managed the Office Junior Staff Ensure adequate supplies of stationery, printer equipment, water and office junior supplies Answer all telephone calls and direct calls to the correct person
Answer all telephone calls and direct calls to the correct person
Type documents as and when required
Assist in maintaining staff records and monitor expiry dates of visas for renewal
Update contact register on an on-going basis
Update banking spreadsheets daily
Update petty cash spreadsheet as required. Check the spreadsheet matches the contents of the cashbox and file the receipt
Keep records of and distribute faxes/posts
Keep the stationary cupboard stocked and tidy
Prepare, dispatch and log documents sent by courier
Ensure insurer address labels and courier dispatch forms are prepared ready for use
Log into courier sites regularly for tracking documents dispatched and update the courier log
Scan and log documents received by courier
Scan received documents relevant to business operations
Filed documents
Record new clients on the system and make up a file
Assist in maintaining and following up diary reminders
Ad hoc task as required
Managed the Office Junior
Ensure adequate supplies of stationery, printer equipment, water and office junior supplies
• answer, screen and transfer inbound phone calls
• receive and direct visitors and clients
• general clerical duties including photocopying, fax and mailing
• maintain electronic and hard copy filing system
• retrieve documents from filing system
• handle requests for information and data
• resolve administrative problems and inquiries
• prepare written and email responses to routine inquiries
• prepare and modify documents including correspondence, reports, drafts, memos and emails
• schedule and A2 prepa meetings and appointments for managers or supervisors
• prepare agendas for meetings and prepare schedules
• record, compile, transcribe and distribute minutes of meetings
• open, sort and distribute incoming correspondence
• maintain office supply inventories
• coordinate maintenance of office equipment
• coordinate and maintain records for staff & telephones
• create purchase orders, purchase request, quotations, invoice and delivery notes
• Coordinate with Suppliers for Quotations.
• Handle time in and time out of employees
• Record all appointments of Sales Executives.
• Handle Accounts receivables and payments.