Executive Secretary to Director
Kemipex Chemicals LLC
Total years of experience :13 years, 11 Months
Assists the Director with daily administrative duties and completes a broad variety of administrative tasks that includes:
1. Extensive management of an active calendar of appointments (via Outlook) including scheduling all meetings, engagements, video and phone conference calls, travel, board meetings, conferences.
2. Drafting general correspondence on behalf of Managing Director, general memos and letters and many of which are confidential in nature.
Independently responds to and or initiates routine correspondence.
3. Arranging complex and detailed travel plans and itineraries and prepares Director’s visa application if needed.
4. Preparation of agenda, compiling of documents/reports and presentations required for meetings.
5. Miscellaneous tasks to support Director, which will vary according to the sector and to the Director’s remit, completing some corporate governance reporting (to ensure that the business is being run properly and complying with legislation and regulations) or conducting research.
6. Monitors the sales team activities and ensure all contacts and marketing preferences are correctly logged in Microsoft CRM. Activities and reports to be shared to Director whenever is required.
7. Coordinates a high-level meeting both internally and externally. Taking down minutes of meeting and provides ongoing updates and status reports.
8. Prepares and provides the daily updated reports to Director such as sales figures of each team members, sales analysis, warehouse inventory and aging stocks report which details are extracted through Microsoft Dynamics 365.
Performs sales support tasks which includes:
1. Raising of proforma invoice for the sales team whenever is required.
2. Coordination with the logistics team in processing of local & international shipments.
3. Raising of chemical sample requisitions whenever is required and distributes it as appropriate.
4. Tracks the movement of goods through logistic pathways and direct coordination with the customer for the latest updates of their orders and documentations.
Performs administrative tasks which includes:
1. Filing and documentation, photocopying, facsimile.
2. Updating contact information of the employees, customers, suppliers and external partners.
3. Participating in the recruiting process along with the HR Manager, analyzing employee turnover and retention.
4. Monitor daily staff movements such as keeping the track of the personnel who are either on holiday, out in the field or in sick leave.
5. Monitors the office supplies and negotiate terms with suppliers to ensure the most cost-effective orders.
6. Organizes programs, events, meetings or conferences by arranging facilities and caterers, creating and issuing meeting materials or invitations, as required.
7. Establish relationships and coordination with third party vendors.
8. Maintains the company’s trade license and other governmental certificates.
9. Smartly manages and updating ISO compliance report through the QMS Software (MyEasyISO) to ensure that company meets the standards of ISO 9001:2015 and for audit preparation purposes.
Performs personal errands for Director which includes:
1. Purchasing gifts for their family members, arrangement of events or special gatherings whenever is required.
2. Accommodating the company’s guests and provide them a city tour if needed.
3. Coordination and monitors Director’s properties, monthly bank payments (Credit Cards and Loans) as well as monthly bills (DEWA).
4. Completing personal expense reports.
5. Other personal works required by the Director.
Assisted the GM with daily administrative duties and completes a broad variety of administrative tasks that include:
1. Managed GM’s personal and professional calendar, diaries and appointments.
2. Dealt with incoming email, faxes and post, often corresponding on behalf of the General Manager.
3. Planned trips for GM including flights lodging transportation and social activities.
4. Organized and attended meetings with the GM and ensures the manager is well prepared for the meetings.
5. Took down notes or dictations at meetings or to provide general assistance during presentations.
6. Decided and delegated work to others in the GM’s absence.
7. Assisted GM with interacting with vendors and suppliers.
8. Performed personal errands for GM from picking up guests from the airport to purchasing gifts for GM’s clients, friends, and family.
9. Coordinated and monitored GM’s properties, monthly bank payments (Credit Cards and Loans) as well as monthly bills (DEWA).
Performed administrative support such as:
1. Screened phone calls, enquiries and requests and handling them appropriately.
2. Meet and greet the visitors at all levels of seniority.
3. Participated in the recruiting process, analyzing employee turnover and retention, addressing employee matters and organizing work activities for the company.
4. Liaised with clients, suppliers, and staff.
5. Worked closely with executive team to organize schedules facilities and agendas for corporate meetings.
6. Arranged travel, visas and accommodation for the staff.
7. Maintained the company’s trade license and other governmental certificates.
8. Monitored daily staff movements such as keeping the track of the personnel who are either on holiday, out in the field or in sick leave.
Acted as a Document Controller of the company which array the following responsibilities:
1. Devised and maintained office system including data management and filing.
2. Controlled all aspects of project documentation on multiple simultaneous projects, utilizing various control methods/systems.
3. Prepare, operated, and updated Document Control Procedures in line with the Company’s document management system.
4. Ensured proper document control support is given to each project.
5. Created document control and correspondence folders for individual projects.
6. Produced and maintained document progress reports to Project Managers by using Microsoft Project 2013.
7. Ensured all documentation provided is as per Client quality formatting requirements. Formatting may include correcting templates, fonts and style, pagination and numbering and other activities that may be required to achieve a client’s documentation requirements.
8. Worked in strict co-operation with the Project Manager to ensure project progress status integration.
9. Ensured all templates used with the department conform to the Company standard.
Performed Customer Service support such as:
1. Answered and made calls to clients to learn about and address their needs, complaints, or other issues with products or services.
2. Responded efficiently and accurately to callers, explaining the possible solutions, and ensured that clients feel supported and valued.
3. Resolved product or service problems by clarifying the customer's complaint; determining the cause of the problem; selecting and explaining the best solution to solve the problem; expediting correction or adjustment; following up to ensure resolution.
4. Engaged in an active listening with callers, confirming or clarifying information and diffusing angry clients, as needed.
5. Built lasting relationships with clients and other call center team members based on trust and reliability.
6. Utilizing software, databases, scripts, and tools appropriately.
7. Understanding and striving to meet or exceed call center metrics while providing excellent consistent customer service.
8. Made sales or recommendations for products or services that may better suit client needs.
9. Took part in training and other learning opportunities to expand knowledge of the company’s services and current position.
Performed Technical Support such as:
1. Handled internet activation orders from high profile businesses in USA such as Bank of America, PGA Tour, Morgan Stanley, JP Morgan Chase Bank.
2. Handled inbound and outbound calls from the Networking Engineers of Verizon USA.
3. Connected the circuits and Ping Testing using the company’s Software Matrix.
4. Provided head to head testing with Networking Engineers from AT&T USA (company’s competitor) to ensure the circuits made on my side are error free and ready for internet connection and activation.
5. Provided basic troubleshooting if there’s any problem occurs on our client’s side.
6. Ensured to complete the orders on time, based on the client’s preferred date.