Total Years of Experience: 16 Years, 11 Months
September 2011
To Present
Office Administrator / Executive Assistant
at Al Bayan Holding Group
Location :
Saudi Arabia - Riyadh
Handling following activities & tasks assigned by the Senior Vice President
Office Administrator
- Maintain & manage the executive's calendar. Organizing meetings, conference calls & travel
arrangements.
- Providing administrative assistance, such as writing and editing e-mails, drafting memos, and preparing communications on the executive’s behalf.
- Perform general office duties maintaining records and performing basic book keeping work.
- Managing the Senior Vice President digital files and assist with tech setups for meetings.
- Provide basic IT support to the Senior Vice President and troubleshoot minor technical issues.
- Answering phone calls, greeting visitors and identifying the purpose of their visit before directing them
to the Senior Vice President.
- Attend meetings on behalf of the Senior Vice President, taking notes and recording minutes.
- Read, analyze incoming memos, submissions, and reports in order to determine their significance and plan their distribution.
- Support the Senior Vice President with all government related requests, such as travel visa requirements, and renewal of official documents.
- Acting as the point of contact among executives, employees, clients and other external partners.
- Handling confidential documents ensuring they remain secure, file & retrieve corporate documents.
- Generating monthly reports based on Muqeem & GOSI and directly report to the Senior Vice President.
- Manage and maintain a proper paper based or electronic filing system that is easily accessible by the Senior Vice President or the team.
- Maintain office environment, maintenance and repairs to office equipment and facilities, liaising with vendors and service providers as needed.
a) Administrative Support:
- Clerical and administrative support to other team members & update Senior Vice President in order to optimize workflow procedures in the company.
- Issuing Job Offers and Official Employment Contracts to new comers as per their agreed remuneration with the concerned sister company.
- Issuing letters related to HR activity e.g. warnings, terminations, acceptance of resignations, experience certificates, No objection certificates etc.
- Processing Work Visas upon the approval of Senior Vice President and maintaining record legibly and generating reports in order to have an effective control on work visa activity.
- Processing Commercial Visit Visas / Business Visas upon the approval of Senior Vice President and maintaining record legibly.
- Analyzing CVs of skilled and semi-skilled candidates and reporting to HR Manager. Completing documentation procedure to appoint candidates from Philippines, India, Bangladesh, and Srilanka through authorized recruitment agencies.
b) Medical Insurance:
Handling all the activities of the group health insurance.
- Online enrollment, addition, deletion of Medical Insurance as per employment contract.
- Activation of Medical Insurance data with CCHI & network.
- Issuing Travelling Insurance to employees as per their request.
- Processing Medical Insurance claims and follow up till recovery.
- Processing policy applications from prospective policyholders.
- Reviewing and maintaining Insurance statement of accounts and coordinating with the Finance Department for the premium payments, adjustments and any reimbursement related transactions.
- Designs and recommends improvements in procedures as per rules of CCHI.
- Provides information to employees on the health insurance program, both individually and in group.
- Checking for Insurance coverage, verifying health information, liaising with clinics & hospitals on all factors related to billing proofreading all billing & other insurance costs to ensure all are as per company policy.
- Staying up-to-date with changes in insurance policies and regulations.
- Reviewing claim documentation and determining the extent of coverage under the policy.
Office Administrator
- Maintain & manage the executive's calendar. Organizing meetings, conference calls & travel
arrangements.
- Providing administrative assistance, such as writing and editing e-mails, drafting memos, and preparing communications on the executive’s behalf.
- Perform general office duties maintaining records and performing basic book keeping work.
- Managing the Senior Vice President digital files and assist with tech setups for meetings.
- Provide basic IT support to the Senior Vice President and troubleshoot minor technical issues.
- Answering phone calls, greeting visitors and identifying the purpose of their visit before directing them
to the Senior Vice President.
- Attend meetings on behalf of the Senior Vice President, taking notes and recording minutes.
- Read, analyze incoming memos, submissions, and reports in order to determine their significance and plan their distribution.
- Support the Senior Vice President with all government related requests, such as travel visa requirements, and renewal of official documents.
- Acting as the point of contact among executives, employees, clients and other external partners.
- Handling confidential documents ensuring they remain secure, file & retrieve corporate documents.
- Generating monthly reports based on Muqeem & GOSI and directly report to the Senior Vice President.
- Manage and maintain a proper paper based or electronic filing system that is easily accessible by the Senior Vice President or the team.
- Maintain office environment, maintenance and repairs to office equipment and facilities, liaising with vendors and service providers as needed.
a) Administrative Support:
- Clerical and administrative support to other team members & update Senior Vice President in order to optimize workflow procedures in the company.
- Issuing Job Offers and Official Employment Contracts to new comers as per their agreed remuneration with the concerned sister company.
- Issuing letters related to HR activity e.g. warnings, terminations, acceptance of resignations, experience certificates, No objection certificates etc.
- Processing Work Visas upon the approval of Senior Vice President and maintaining record legibly and generating reports in order to have an effective control on work visa activity.
- Processing Commercial Visit Visas / Business Visas upon the approval of Senior Vice President and maintaining record legibly.
- Analyzing CVs of skilled and semi-skilled candidates and reporting to HR Manager. Completing documentation procedure to appoint candidates from Philippines, India, Bangladesh, and Srilanka through authorized recruitment agencies.
b) Medical Insurance:
Handling all the activities of the group health insurance.
- Online enrollment, addition, deletion of Medical Insurance as per employment contract.
- Activation of Medical Insurance data with CCHI & network.
- Issuing Travelling Insurance to employees as per their request.
- Processing Medical Insurance claims and follow up till recovery.
- Processing policy applications from prospective policyholders.
- Reviewing and maintaining Insurance statement of accounts and coordinating with the Finance Department for the premium payments, adjustments and any reimbursement related transactions.
- Designs and recommends improvements in procedures as per rules of CCHI.
- Provides information to employees on the health insurance program, both individually and in group.
- Checking for Insurance coverage, verifying health information, liaising with clinics & hospitals on all factors related to billing proofreading all billing & other insurance costs to ensure all are as per company policy.
- Staying up-to-date with changes in insurance policies and regulations.
- Reviewing claim documentation and determining the extent of coverage under the policy.
April 2007
To August 2011
Executive Secretary to Deputy General Manager
at Al Rashid Trading & Cont. Co. (RTCC)
Location :
Saudi Arabia - Riyadh
Executive Secretary for Deputy General Manager
Responsible for supporting high-level executives and management.
- Perform general office duties maintaining records and performing basic bookkeeping work.
- Maintain executive’s agenda & assist in planning appointments, board meetings, conferences etc.
- All works which include receiving & screen phone calls typing, photocopying, fax correspondence.
- Producing memorandums, scheduling monthly / weekly reports & follow up outstanding issues.
- Maintain electronic and paper records ensuring information is organized and easily accessible.
- Attend meetings and keep minutes.
- Handle and prioritize all outgoing or incoming correspondence (e-mail, letters, packages etc.)
- Conduct research and prepare presentations or reports as assigned.
- Handle confidential documents ensuring they remain secure.
- File and retrieve corporate documents, records, and reports.
- Make travel arrangements for executives.
- Greet visitors and determine whether they should be given access to specific individuals.
- Daily routine activities of document control, including distribution of documents, maintaining electronic folders & directories, tracking & retrieval of documents.
Responsible for supporting high-level executives and management.
- Perform general office duties maintaining records and performing basic bookkeeping work.
- Maintain executive’s agenda & assist in planning appointments, board meetings, conferences etc.
- All works which include receiving & screen phone calls typing, photocopying, fax correspondence.
- Producing memorandums, scheduling monthly / weekly reports & follow up outstanding issues.
- Maintain electronic and paper records ensuring information is organized and easily accessible.
- Attend meetings and keep minutes.
- Handle and prioritize all outgoing or incoming correspondence (e-mail, letters, packages etc.)
- Conduct research and prepare presentations or reports as assigned.
- Handle confidential documents ensuring they remain secure.
- File and retrieve corporate documents, records, and reports.
- Make travel arrangements for executives.
- Greet visitors and determine whether they should be given access to specific individuals.
- Daily routine activities of document control, including distribution of documents, maintaining electronic folders & directories, tracking & retrieval of documents.
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