Executive Secretary
X Systems LLC
مجموع سنوات الخبرة :22 years, 5 أشهر
Assists the CEO with daily administrative duties and completes a broad variety of administrative tasks that include managing calendar of appointments, completing expense reports, composing and preparing correspondence,
arranging travel plans, itineraries & agendas and compiling documents for meetings.
Works closely and effectively with the CEO to keep him well informed and updated of upcoming commitments and responsibilities.
Prepare confidential and sensitive documents.
Provide assistance as needed to front desk operations include answering phones, accepting package and other deliveries, lunchtime relief, and greeting and signing in visitors/guests.
Perform general office duties such as ordering supplies, maintaining records management systems, performing basic bookkeeping work and clerical duties include photocopying, faxing, mailing, and filing.
Completes a broad variety of administrative tasks for the C-Level Executives and Management Teams including: managing an extremely active calendar of appointments; completing expense reports; composing and preparing crucial correspondence; arranging complex and detailed full travel plans, itineraries and agendas; and compiling documents for travel-related meetings.
Works closely and effectively with the Managers and Executives to keep them well informed of upcoming commitments and responsibilities.
Provides leadership to build relationships crucial to the success of the organization, and manages a variety of special projects often with pressure deadlines for multiple teams.
Successfully completes critical aspects of deliverables by prioritizing and with hands-on approach, including drafting acknowledgement letters, and other tasks that facilitate the Executives and managers ability to effectively lead the company.
Effectively managing all aspects of filing, maintain hard copy and electronic filing systems, ordering stationery and office equipment.
Responsible for reconciling the general ledger cash and lines of credit accounts to maintain accurate business records in order to identify accounts that may contain material errors and adjustment of journal entries.
Preparing tender requirements, documents, reports, price quotations and product proposal.
Responsible for sending Statement of account & invoices to clients.
Answer telephones and direct calls efficiently or take accurate messages where appropriate.
Maintaining daily staff attendance registers and monthly payroll for the staff and salary certificates.
Provided full secretarial support to the Managing Director (MD) and senior management.
Effectively in charge of running and managing the office for the MD including purchasing.
Maintained daily briefings to the MD covering pressing and serious issues requiring priority and solutions.
Provided administrative support covering copy materials as requested; oversee day‐to‐day operation of copy equipment; as well as preparation and transmittal of documents via facsimile or other electronic form.
Ensured all internal and external documentation such as confidential records and data files are filed, distributed according and in compliance to company and departmental policies and procedures.
Computerized reports, letters and other materials for all types of services in the office.
Assisted in preparing and consolidation of monthly Statement of Accounts and annual financials.
Responsible for the efficient day-to-day scheduling of executive management appointments, as well as full travel arrangements.
Handled appointments, visitors and callers inquiries while directing them to the appropriate departments and personnel according to their respective needs.
Typed and distributed meeting notes, memos, encoding, routine correspondence and reports.
Responsible for filing relevant documents according to company policy and procedures.
Experienced in handling a busy multiline switchboard while maintaining the office reception area.
Managed customer records accordingly.
Arranged conferences, meetings and full travel reservations for office personnel.
Performed clerical tasks such as typing, filing, microfilming and maintenance of official college files and records.
Assisted in preparation of monthly reports.
Entered customer’s transaction and issued computer‐generated receipts.
Processed financial transactions entailing deposits, withdrawals, payments and distributed Student Financial Assistance Aid Forms.
Responsible for payroll accounts for Student Aides.
Made arrangements for meetings: Booking the room, Equipment, Refreshments
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