Executive Secretary to the CEO and CFO
Siemens LLC
Total years of experience :13 years, 7 Months
* Provide high-level administrative support and personal assistance to CEO and CFO.
* Coordinate and handle day-to-day businesses in a smooth and efficient way (diary management, receive visitors, arrange meetings and visits).
* Prepare and make arrangements for the Steering Committee Meetings and Annual Partner Meetings.
* Handling Net Promoter Score
* Maintain internal filing, recording and reporting systems.
* Internal, client and supplier telephone interface as required.
* Handle incoming/outgoing e-mails, correspondences and where appropriate action is required.
* Planning and organizing travel itineraries and business trips.
* Well versed in Siemens e-forms and compliance checks.
* Assist in Tender preparation, PowerPoint presentations and reports.
* Training new administrative staff.
* Arranging and handling periodic company related events.
* Coordinate and provide support to different business units within office for the smooth execution of projects and internal work.
• Receive visitors, arrange appointments & assist the Project Director in planning, organizing travel itineraries/business trips.
• Handle incoming/outgoing mails on outlook, maintaining & filing internal communications and attend Senior Management Meetings.
• Preparing the CTI (Construction Technical Inquiry) List daily (Pending acceptance to action) on excel and follow up with initiators.
• Follow-up & register the shop drawings status, action list and draft pending letters to sub-contractors.
• Maintain all the O&M (Operations & Maintenance) manuals and FTD (Final Turnover Documentation) files; update them as per targeted completion.
• Update SAP system on daily basis for all tenders and contracts.
• Take dictation & type various confidential memos, documents, correspondence in English.
• Coordinate with Contractors for the submission & extension of Performance Bond, Tender Bond and Insurance Policies and coordinate with Finance Department.
• Assist Senior Contracts Engineers in compilation/preparation of tender/contract documents and update Tender/Contract files on daily basis.
• Maintain electronic/manual filing system, bids, registers for document tracking purposes and easy retrieval of documents.
• Answer queries/resolve problems personally or through others to avoid unnecessary involvement of Division Head.
• Coordinates with & handles 14 QA Coordinators work.
• Type & format new/old procedures, flowcharts and forms using the corporate procedure format.
• Edit and proofread documents ensuring that all amendments are accurately incorporated.
• Preparation and submission of Reports & management systems procedures, security pass applications, monthly work plans, weekly timesheets, daily attendance sheets, weekly reports & the summary.
• Handles electronic/hard copies of all amended & finalized procedures, incoming and outgoing e-mail correspondences.
• Creating presentations, pie charts, bar graphs, organization charts etc.
• Installation of the software in all the outdoor games areas.
• Testing the software with the score boards in the designated areas.
• Getting the games data and feeding it in the PC before and after the schedules games.
Branch - KNOLL (Interior Design & Office Furniture Division)
• Prepare, filling in and submission of tender documents for many projects.
• Incoming/Outgoing Correspondence, faxes, emails etc.
• Maintains a proper filing system according to ISO standards.
• Schedules Meetings for the Sales Manager
• Visits different sites if necessary for meetings and discussions of the concerned project
• Handling of petty cash and submission of vouchers to the Accounts department every month.
Branch - Darwish Petroleum
• Reports directly to the Division Manager.
• Handles a wide range of clerical duties on tenders for the division.
• Maintains files over every tenders.
• Carry out all confidential incoming/outgoing correspondence, faxes, emails etc.
• Prepares gate pass, visa etc of all the manpower within the division.
• Handles incoming and outgoing calls. Reports preparations.
• Organize and arrange daily, weekly and monthly meetings and appointment schedules of the Manager.
• Prepare Travel Itinerary, Hotel Reservations & Car Rental for the employees and Principals.
• Types/fills in the tender documents, cash invoices etc.
• Typing of memos, faxes and e-mails.
• Handling all incoming and outgoing correspondences.
• Maintaining the filing system.
• Handling daily timesheet and attendance list.
• Handles passenger travel bookings for some Hotel guests/customers.
• Handles/responsible on all incoming and outgoing correspondences of clients.
• Preparing travel itinerary, confirmation of bookings and issuing of tickets to passengers.
• Maintains proper coordination with client representative in order to foster harmonious client-company relationships.
• Handles passenger travel bookings.
• Preparing travel itinerary, confirmation of bookings and issuing of tickets to passengers.
• Maintains proper coordination with client representative in order to foster harmonious client-company relationships.