Executive Secretary
Alghanim Industries
Total des années d'expérience :24 years, 4 Mois
Provide adequate, timely, and efficient administrative support to the teams: -
o Setting up meetings, booking rooms and facilities.
o Arranging for commercial visit visas & building access support.
o Coordinating with IT and facilities for the necessary connectivity.
Prepare a weekly report for distribution to key leaders and teams across the organization: -
o Screening AL Kuwait Alyoum Gazette Magazine
o Preparing a detailed report to different units
o Segregating all latest news, decrees and updates for concerned units.
Business support procedures including: -
o Managing business travel expenses (booking tickets & hotels).
o Request and processing of payments.
o Vendor registration.
o Reimbursements.
o New employee preparation.
Follow up all actionable items raised from the meetings /memos/ circulations with all parties.
Receive, sort and distribute mail to the concerned Management personnel, in addition to handling the outgoing mail and courier services.
Helping HR in screening resumes for potential employees.
Assist with the on boarding process for new hires, including phones, email setups, computers and off boarding for exit formalities and clearance.
Preparing employment offers and creates employees records and personal files.
Keep records of employee’s vacations and vacation balance.
Attend to employees requests such as (salary certificate, inquires, leave applications, resumptions….etc)
Sort transactions like earning and deductions for payroll processing.
Handle, screen emails and incoming calls, make notes of essential information and prioritize the calls and emails to be returned by the concerned personnel from the Senior Management.
Manage and arrange business trips as assigned by the Direct Manager and incoming business guests/visitors and provide detailed itinerary including contact details, addresses, locations, timings and all related documents, as requested.
Arrange programs, events & conferences in coordination with other divisions/departments and manage projects and other tasks as assigned by the Direct Manager.
Organize office layout, maintain supplies of stationery and equipment to ensure that all office resources are always available for timely achievement of Divisional objectives.
Follow up on HR Helpdesk requests to ensure effective and efficient closure.
Manage the scheduled and urgent business meetings as (preparation, organization, notices, minutes of meeting preparation, following-up decisions and archiving).
Meet and greet AAW’s Human Capital & Administration Division guests and ensure that visitors to the Management Office are directed to the correct and appropriate department.
Follow up all actionable items raised from the meetings /memos/ circulations with all parties.
Receive, sort and distribute mail to the concerned Management personnel, in addition to handling the outgoing mail and courier services.
Helping HR in screening resumes for potential employees.
Assist with the on boarding process for new hires, including phones, email setups, computers and off boarding for exit formalities and clearance.
Preparing employment offers and creates employees records and personal files.
Keep records of employee’s vacations and vacation balance.
Attend to employees requests such as (salary certificate, inquires, leave applications, resumptions….etc)
Sort transactions like earning and deductions for payroll processing.
Handle, screen emails and incoming calls, make notes of essential information and prioritize the calls and emails to be returned by the concerned personnel from the Senior Management.
Manage and arrange business trips as assigned by the Direct Manager and incoming business guests/visitors and provide detailed itinerary including contact details, addresses, locations, timings and all related documents, as requested.
Arrange programs, events & conferences in coordination with other divisions/departments and manage projects and other tasks as assigned by the Direct Manager.
Organize office layout, maintain supplies of stationery and equipment to ensure that all office resources are always available for timely achievement of Divisional objectives.
Follow up on HR Helpdesk requests to ensure effective and efficient closure.
Manage the scheduled and urgent business meetings as (preparation, organization, notices, minutes of meeting preparation, following-up decisions and archiving).
Meet and greet AAW’s Human Capital & Administration Division guests and ensure that visitors to the Management Office are directed to the correct and appropriate department.
Legal Department:-
- Typing and arranging of all legal briefs.
- Follow-up on all issues related to legal Dept. (receiving court notice, handling incoming legal correspondences and forward it to concerned personal.
- Managing all company Licenses renewal and distributing the tasks to Mandoobs and making sure completion of work and managing a proper record of all documents.
- Renewals of all annual subscriptions related to government Projects and ensuring all our files are up to date.
- Coordinating employee government relation (passports expiry, Residence, Civil Id renewal, liaising between HR & employees.
- Preparing file for issuance of Social Affairs(Shoun) salary certificate.
Administration and Accounts:-
- Preparing correspondences for the general manager.
- Attending conferences and training.
- Preparation of Credit, Bank Guarantees and telex transfers (Arabic & English).
- Organizing the office layout and maintaining supplies of stationery and equipment.
- Handling petty cash.
- Follow up monthly showroom contracts.
- Reviewing & follow-up on weekly CTC gazette and informing our managers about the tenders where Khateeb is specified.
- Placing orders with printing press (Letter Heads, Business Cards, Invoice book, contract book… etc).
Sales and Showroom:-
- Preparation of quotations, purchase orders, invoices & contracts (Arabic & English).
- Documents Controlling & Filing.
- International and internal correspondences (with customers, contractors, suppliers, etc..).
- Organizing managers’ timetables & meetings.
- Manage & arrange business trips (visas, tickets & hotels accommodations) and other related tasks relating to business trips.
- Responding to customer enquiries and complaints.
Responsible for:-
Doing all necessary correspondences aimed at the supply of the spare parts.
spare parts).
Delegating work to staff and managing their workload and output.
Organizing manager tables & meetings.
Filing.
Following up with engineers & technicians (job cards, service calls, spare part
requisition).
Handling service calls.
Follow up (annual contracts, monthly services).
Responding to customer enquiries and complaints.
Coordinate with salesmen & showroom.
Computer Science