Executive Secretary
SYNERGY
مجموع سنوات الخبرة :22 years, 6 أشهر
to the CEO
❖ Manage, schedule, and coordinate daily, weekly, and monthly calendar of CEO and Senior
Managers.
❖ Offering high level administrative support implies performing clerical functions and handling
information.
❖ Maintain & fix scheduling in the planning and preparation of executive meetings, conferences,
conference telephone calls and presentations.
❖ Handles administrative tasks that have been assigned by the CEO and the senior management,
❖ Preparing correspondences, database, spreadsheets and memos on the CEO and Senior
Management’s behalf.
❖ Handles all filing and record keeping required for the department, including database
management, data entry/retrieval and a variety of software applications used for general office
and secretarial support.
❖ Maintain files and documentation of all the reports and records in accordance with the company’s
filing system.
❖ Receives, opens, and distributes mail; receives visitors, arranges travel, schedules appointments,
answers telephone calls and refers to appropriate staff members.
❖ Handles all telephone or counter enquiries from the employees or the public and provides
administrative assistance to supervisor and department staff.
❖ Retrieve documents, corporate records and information and prepare responses of routine
inquiries.
❖ Provide office support services to ensure efficiency and effectiveness within the Office.
❖ Handles in preparing documentation for government Procedures such a preparing Title Deeds,
NOC’s, SPA’s, and other relevant documents required.
❖ Responsible to liaising with supplier, review the products and compare for the prices and secure
purchase deals.
❖ Assist the Manager with the negotiation, implementation, and administration of contracts.
❖ Provide administrative services for the Managing Director and Project Manager
❖ Coordinates office management activities for the administrator, executive or commission.
❖ Research, compiles, assimilate, and prepare confidential and sensitive documents.
❖ Updates administrator or executive on status of issues before scheduled meetings.
❖ Prepares agenda and collects materials for meetings, speeches, and conferences; takes minutes
and keeps records of proceedings.
❖ Manage the availability of office supplies, stationery, sourcing and ordering stationery and office
equipment.
❖ Manage to do inventories and do contingency planning for the same.
❖ Plan, prioritize and manage the multiple tasks that have been assigned before deadlines.
Received RERA instructions and take RERA queries
❖ Assist the Project Manager/Auditors with tasks for all audit products including:
a. Data entry into online tools and documents
b. Managing documents on the audit share point site
c. Monitoring and updating timelines on the audit SharePoint site
d. Facilitate communication with auditors.
e. Maintaining the audit online folder organization
❖ Data entry for all the information of all developers using FileMaker Pro & PHP database
❖ Coordinate between RERA, Project Consultants & Developers to ensure all the information’s will
be delivered properly & smoothly.
❖ Examines documents, such as audit reports, working papers, and control responses from Auditees
to verify the completeness and accuracy of data accumulated by auditors.
❖ Confers with audit files originators or auditors to resolve discrepancies and compiles required
changes to audit files.
❖ Ensure that all audit files and working papers are well checked and submitted on time prior to the
assignment completion due date.
❖ Update all the projects which has needed to be reported to RERA within a specific period.
❖ Progress monitoring of 715 projects across Dubai on behalf of Dubai Government/RERA to provide
construction monitoring report
❖ Assists in planning the theory and scope of the physical count and prepares or assists in preparing
an audit program for the same.
❖ Provides weekly and monthly metric numbers and works on invoicing
❖ Keep track on the RERA instructions we receive and coordinate with the Project Consultants to
assist them with their diary management.
❖ Compiles and maintains control records and related files to release Audit reports.
❖ Provides feedback to assist with creating processes and procedures related to audit function
❖ Contact the developers to ensure that they have receive the information/audit requests and make
sure that they are responding.
❖ Performs a full range of secretarial duties and assists the supervisor with a variety of clerical,
technical and routine administrative duties; facilitates communication.
❖ Provide support on various initiatives, document production, co-ordination, etc.
❖ Receives, opens and distributes mail; receives visitors, arranges travel, schedules appointments,
answers telephone calls and refers to appropriate staff members.
❖ Arrange all the files of all the developers ensuring that all the records are kept up to date.
❖ Handles all telephone or counter enquiries from the employees or the public and provides
administrative assistance to supervisor and department staff.
❖ Handles all filing and record keeping required for the department, including database
management, data entry/retrieval and a variety of software applications used for general office
and secretarial support
❖ Responsible in entering information & preparation of Spreadsheet in monthly basis.
❖ In charge for the stationery and supplies for the company and make request to suppliers.
❖ Distributes correspondence and office messages and maintain accurate file records.
❖ Provides administrative, secretarial, and clerical support to the Supervisor.
❖ Prepare monthly expenses of the company.
Logged all the submittals Submission
❖ Submission for Consultant Approval
❖ Submission for Authority Approval
❖ Subcontractor Submittal
❖ Issued for Construction to Site
❖ Shop drawings submittals
❖ Prepared Request for Information (RFI) and Request for Change (RFC)
❖ Responsible for the preparation of CD labeling needed for the submission of drawings and
documents for Client, Consultant & Authorities (JAFZA, CED, Dubai Municipality).
❖ Set up and maintain filing system
❖ Kept track of all the Incoming and Outgoing interoffice communications from the Department
Manager.
❖ Prepared Memos, letters and business quotations.
❖ In charge in filing and document tracking
❖ Provided support in terms of correspondence, office coordination, preparation of documents and
provide other details to the Engineering Manager.
❖ Involved in Civil Engineering Department & Dubai Municipality (e-permit submission, Request for
Technical Staff Interview & Renewal of License of the Company).
❖ Performed other related tasks as required & assigned by the immediate supervisor.
Procurement & Contracts Department
Department Secretary / Document Controller
❖ Assisted the Project Coordinator with his daily tasks such as preparation of RFQ’s, receiving and
submission of Submittals, preparing the Subcontract Agreement (Project Contract) and all other
tasks related to the department.
❖ Maintained and kept the department records and files systematically and accordingly
❖ Updated the Daily Manpower Report.
❖ Logged the documents such as Building Permit, Guarantee & Warranty Certificatesand any other
documents as assigned by the Management.
❖ Made follow-ups to any transactions with the subcontractors and or Suppliers
❖ Prepared Submittal Logs in soft and hard copies
❖ Prepared documents such as internal Memorandum, Correspondence, letters and any other
materials.
❖ Responsible in faxing and photocopying any related documents as assigned by the Management.
Responsible in handling incoming and outgoing calls.
❖ Prepared a daily list of all the laborers in the company.
❖ Responsible in faxing and photocopying related documents.
❖ Responsible for the systematic and safekeeping of all related documents.
❖ Prepared documents from written or verbal including LPO’s, quotations, reports, memos,
correspondence, letters and other materials.
❖ Prepared a daily report to the Management.
❖ Handled incoming and outgoing communications
❖ Assisted and entertained clients in the reception area
Prepared calendar of businesses needed during a meeting or sessions
❖ Prepared documents from written or verbal including correspondence, letters, memos and other
materials
❖ Responsible for systematic and safekeeping of all related documents.
❖ Took minutes as required regular or special session and schedule appointments.
❖ Responsible in encoding documents as assigned by the Management.
❖ Develosped and maintained office and administrative system.
❖ Prepared incoming and outgoing calls and communications.
❖ Responsible in assisting or entertaining clients in their needs.
Handled incoming and outgoing telephone calls (Local & International).
❖ Provided excellent customer service and develop long term client relationship.
❖ Prepared a monthly Financial Report.
❖ Responsible in filing and encoding necessary documents.
❖ Prepared documents such as letters, memos and other materials.
❖ Responsible in assisting clients in their needs.
Responsible for the safekeeping of all related documents.
❖ To ok shorthand or minutes during sessions or hearings.
❖ Made daily appointments of the Supervisor.
❖ Handled telephone calls and inquiries.
❖ Assisted the Supervisor with his daily tasks such as the preparation of the calendar of businesses
needed during the hearings or sessions,
Assigned as overall Secretary of the entire Campus Active Member of Womens Volleyball and Softball League
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