Executive Secretary/PA TO CEO
Al Shafar General Contracting
Total years of experience :17 years, 5 Months
JOB EXPERIENCE:
October 2011 - till date
Al Shafar General Contracting LLC
General Contractor
Position: Executive Secretary / PA to CEO
Duties & Responsibilities:
- Performs a variety of administrative or executive support tasks that are highly confidential and sensitive.
- Researches, compiles, assimilate, and prepare confidential and sensitive documents.
- Receives and screens incoming calls and visitors, determines which are priority matters, and alerts the CEO accordingly.
- Reads and screens incoming correspondence and reports; makes preliminary assessment of the importance of materials and organizes documents.
- Composes letters and memoranda in response to inquiries.
- Acts as liaison between the CEO, Directors and, subordinates in transmitting directives, instructions and assignments and following up on the status of assignments.
- Makes travel arrangements; prepares itineraries; prepares compiles and maintains travel vouchers and records.
- Coordinates and facilitates the CEO’s calendar to arrange appointments, meetings, and conferences.
- Produces a variety of documents, charts, and graphs in final form.
- Updates CEO on status of issues before scheduled meetings.
- Prepares agenda and collects materials for meetings, speeches, and conferences; takes minutes and keeps records of proceedings.
- Reviews, proofreads documents prepared for the CEO’s signature.
- Recommends actions to be taken on office expenditures such as equipment and supply needs.
- Establishes and maintains various filing and records management systems.
- Coordinates office management activities
- Performs related work as assigned
- Responsible to coordinate in office management activities, monitor activities of all the departments in Managers absence.
- Collect relevant reports as needed and verity of administrative or executive support tasks that are highly confidential and sensitive.
- Create clear documented processes for Office administration
- Maintain service level agreements pertaining to Visas, travel office moves, license, etc.
- Manage and maintain all office equipment such as security cameras, fax machines, photocopiers, scanners, printers, etc.
- Assist staff with booking of tickets and hotel accommodation
- Negotiate and renew contracts on timely basis with all vendors and suppliers to ensure advantageous service and rates and achieve cost saving
- Maintain, filing & reminders system for all documentation
- Maintain employee files and & update information accordingly
- Coordinating all personal tasks for the Senior Management
- Schedule appointments; arrange travels, hotel bookings, itinerary, etc.
- Coordinating all requirements between team members and various departments
- Acted as a liaison and maintained open line
- Work within budgets, monitor actual performance against budget and look at areas of cost reduction
- Implementation of security procedures in the office
- Maintain highest levels of customer service while simultaneously managing administrative function
- Arrange meeting for company presentation (local and overseas)
- Organizing and maintain diaries and arranging appointments
- Assisting operations manager for client requirement such as pre- qualification, quality manuals, etc.
- Attend calls and follow up on issues pertaining to sales, deliveries and operations
- Prepare invoices and Local Purchase Order
- Dealing with incoming fax, email, file and type all company correspondence
- Communicate with online government agencies for required documents and permits
- Confer with company headquarters in Kuwait
- Handle staff attendance, visas and job-related requirements
- Receive guests and attend to all front office activities
- Handling purchase
- Follow up pending payments
Graduate of Secondary level took for 4 years.