Executive Secretary / Administrator
Alaa For Industry
مجموع سنوات الخبرة :25 years, 7 أشهر
Secretarial functions:
o Perform Administrative, secretarial and executive functions in the Office of the President
o Maintain classified and confidential files and documents, related to the company’s business
o Control and receive all communications, and attending telephonic inquiries for the President.
o Maintain and manage the President’s calendar, meeting schedules and engagements and follow confirmations with meeting counterparts, visitors and guests.
o Check President’s mails, prepare reply and initiate communications as instructed.
o Coordinate, communicate and execute instructions to all branches, departments, and division managers directly reporting to the President
o Perform additional secretarial functions from managers of each branch, department, and division manager as necessary in relation to their functions as directed by the President.
o Arrange and organize Board meetings and venue for the regular management conference.
o Preparing Minutes of Meeting.
o Prepare memos, circular and directives for implementation to all staff, department and division managers, personnel and employees
o Handling daily routine correspondence, such as signing by President of documents, checks, letters, official requests, vouchers, purchase orders, contracts, sub-contracts by President and all other Office routine work
o Preparing, maintaining and keeping PowerPoint Presentations and company’s pre-qualification documents.
o Keeping and maintaining books for business cards and contacts.
o Exposure and handling of Computer in Windows 98, XP, Windows 7 & MS-Office, such as MS-Word, Excel and Powerpoint
o Good knowledge and handling of office machines, Fax Operation and equipments
o Arrange Hotel and Airline bookings, local and international, for President and visitors and the corresponding travel documents, visas, travel insurance and travel advice
o Typing speed 60wpm
Administrative functions: (Dhahran District Cooling Project, Aramco)
o Ensure the correctness and completeness of employees’ personnel files and updated on regular basis.
o Take custody of company vehicles’ registration, and drivers’ licenses. Record the fuel consumed and kilometers traveled on daily basis.
o Keeping custody and stocks of safety items, gloves, goggles, helmets, jackets, shoes, air plugs.
o Review and keep record and update of safety report from project site.
o Coordinates with the site coordinator on the materials availability and requirements for the piping project;
o Inquire with suppliers of the requested materials by site coordinator and raise purchase orders accordingly, ensuring that materials have complied with the safety and quality standard of the project.
o Maintain record and ensure employees medical coverage are update in the government system for expatriate workers.
o Coordinate with manpower agents, internationally and locally, for the hiring and placements of manpower in various categories as being demanded by customers for their manpower requirements.
o Arrange bookings and flights tickets for employees who travel for vacation and business travels.
o Perform and administer other functions and duties as may be assigned and directed by Manager.
o Acting as an Administrative Officer of the Court, second to the presiding judge.
o Responsible for maintaining custody of all Court records and Judicial books.
o Responsible in the custody and receipt of Court Exhibits, property and equipments.
o Upon receipt of the case filed in the office of the Clerk of Court, I am responsible to issue Summons and Notices of hearings to parties and respective counsels.
o In most cases falling under summary procedure, I conduct hearings on matters of judicial and amicable settlements, received testimonial and documentary evidence, and exert to all efforts to bring parties to a possible settlement of their disputes.
o Responsible in maintaining judicial and financial records and submit the same for the monthly, quarterly and annual reporting to the Supreme Court.
o Responsible for the supervision of all court personnel and staff in the performance of their respective functions and duties.
o Signing for the approval in the production of copies of the court records and evidence as requested by the litigants or their counsel and confirm the same to the presiding judge upon request of the witness or counsel in the presentation of evidence.
o Responsible to Issue Official Receipts and Vouchers on legal and judicial fees, withdraw refundable bonds, and the release thereof to the litigants or counsel.
o Upon finding of the probable cause by the presiding judge of a criminal case falling under its jurisdiction, I issue Warrant of Arrests to accused person, sending the order to the Chief of Police to bring the accused under the custody of the court.
o Manage and plan court hearing and calendar of hearings and schedule of the judge for promulgations of judgment
o Upon an order of the court for the execution of judgment, I issue order and serve notice of execution to the obliged defendant to satisfy and execute judgment.
o Upon orders by the judge, I conduct research on related laws and jurisprudence in instant and pending cases that would aide him in making decisions of cases submitted for decision.
o Maintain and manage hearings on all Motions of cases by counsel and their clients.
o Perform full clerical and secretarial function in the office of the Public Attorney.
o Responsible in receiving of all incoming documents the court and counsels
o Type all pleadings, motions, memoranda, sworn statements of clients and offers of evidence as may directed by the Pubic Attorney.
o Receive and register all documents related to cases assigned to the public attorney and file them in proper case wise classification.
o Responsible in the distribution and filing of documents to the branches of the courts with notices to the provincial prosecutor’s office.
o Follow up with clients and counsel for their schedule of conference and court hearings as called for by their assigned public attorney.
o Receive and monitor the quantity and supply of office stocks office items and stationeries, and their timely request for replenishments.
o Responsible in maintaining records of all filed cases and handled by the public attorney, including the disposal of all the terminated and closed cases.
o Write dictation, type and encode all pleadings and court related papers, depositions and sworn statements of litigants.
o Prepare minutes on every conference called by public attorney with the clients in preparation for the hearing of their cases.
o Responsible in the preparation of all letters, and general, technical and judicial correspondence
o Answer telephone and makes calls to arrange appointments with clients and their counsels
o Perform other related clerical functions as may be directed by District Public Attorney