Executive Secretary / Personal Assistant
Riv Capital
مجموع سنوات الخبرة :10 years, 10 أشهر
•Preparing the documents for new shareholders (investors) and sending them for their signature.
• Sending signed shareholders (investors) documents for further legal verification.
• Arranging the documents for company license renewal.
• Collecting the documents for the investment for the other entities and sending the
documents to the legal department for further verification.
• Preparing the TOPUP subscription documents for the new share purchase of current shareholders (investors).
• Organizing the documents and archiving them in the right folders.
• Retrieving documents upon request of Bank and company legal department.
• Preparing the list of shareholders’ names and complete details in excel.
• Following up on the investment payments.
• After confirmation from the bank and legal department send the original share certificates
to shareholders (investors).
• Sending monthly NAV reports to all the company shareholders (investors).
• Preparing monthly inflow and outflow details in a weekly snip excel sheet.
• Following up on the company investment dividends and coupon payments.
• Requesting for the bank notifications on each shareholder (investors) share payment.
Reception Management
Carrying out clerical duties such as answering phone calls, responding to emails, and preparing documents, including official correspondence, memos.
Coordinating and managing appointments, meetings, and the conference room schedule.
Performing bookkeeping tasks such as invoicing, monitoring accounts receivable, and budget tracking.
Maintaining general office files, including job files, vendor files, and other files related to the company’s operations.
Making travel arrangements, such as booking flights, cars, and making hotel and restaurant reservations.
Answering calls, taking messages and handling correspondence.
Acting as a receptionist and/or meeting and greeting clients
Maintaining diaries and arranging appointments.
Executive Secretary:
Helping the sales team to improve their productivity by contacting customers to arrange appointments and ensuring all Sales Representatives have high-quality, up-to-date support material.
Handling vendor registration and sending the required documents.
Preparing a presentation of upcoming new projects (New machine launch).
Handling urgent calls, emails, and messages when Sales Representatives are unavailable, answering customer queries, informing them of delays, arranging delivery dates, and scheduling marketing events.
Handling orders by phone, email, or mail and checking the orders have the correct prices, discounts, and product numbers.
Inputting orders, ensuring they are processed according to customer requirements, and ensuring all orders are accurate and delivered on time.
Collaborating with other departments to ensure sales, marketing, queries, and deliveries are handled efficiently.
Developing and maintaining filing systems so as to maintain sales records, prepare reports, and provide financial information to the finance department.
Hiring and training sales staff and ensuring staff meet their quotas and goals.
Managing budgets for expenses like bonuses, marketing, and travel.
Making the company's products and services as attractive to potential customers as possible.
Arrange for creation and distribution of presentations and supporting documents to help sales team generate business leads.
Issuing Local and overseas purchase order to suppliers and following up.
Preparing Proforma invoice for advance payment and the balance payment.
Following the outstanding payments as per the agreed credit terms by sending Statement of account and by phone calls.
Arranging courier for sending samples for the trial purpose to overseas suppliers.
Following up for the status of overseas orders and arranging the freights, insurance.
Completing paperwork for all real estate transactions in a timely manner to ensure a deal is closed as quickly as possible.
Monitoring deadlines and providing notices to appropriate parties when necessary.
Scheduling necessary appointments with all parties, including open houses and the final walkthrough.
Handling and screening incoming calls relating to real estate deals.
Tracking and monitoring payments and obligations.
Answering and responding to customer inquiries and needs.
Maintaining and managing all databases relating the real estate functions and activities.
Preparing Ejari, Tenancy contacts, drafts, agreements, leases and other related documents.
Ordering office stationeries, groceries, maintained tools & materials.
Handling petty cash, daily collection cash & PDC cheques of tenants
Reporting to the Marketing Manager and assisted the marketing team media managers with general duties of administration.
Actively involved in developing and updating digital media.
Coordinated activities with advertising agencies and various other media companies - Arranged and planned meetings and discussions.
Performed all promotional activities: Press releases, advertisements and liaising with other venues to maximize local and regional PR opportunities.
Developed and managed productive relationships with Press and Media leaders in coordination with PR consultant - Prepared and executed media-related plans, generated ads, activities and events.
Maintained and organized office files while updating contact and mailing lists.
Keeping up to date with media trends regularly - arranged and monitored advertising responses and surveys, response data.
Prepared presentations to clients and following up with the clients for feedback.
Effectively handling customer care service for the Board.
Regular interaction with customers, handling customer queries and complaints.
Drafting responses to customer enquiries.
Online Registration and Bio-Metrics.
Good communication with Doctors.
Verification of originals documents.
Cancelation of registration.
Supplementary registration and verification.
Checking online registration, verification and approval.
Preparations for Board meetings and national level conferences, drafting meeting agenda and minutes and distributing the same to all Members.
1st class pass