Executive Secretary to CEO Investments
Al Fahim Group
Total years of experience :20 years, 7 Months
Deliver high-level executive support in a fast paced working environment. Perform heavy calendar management, provide phone support, draft communications and coordinate meeting. Serves as point of contact for CEO when traveling.
• Draft and edit executive-level presentations, memorandums, and correspondence
• Facilitate meetings with board of directors, VVIP personnel etc
• Organizing of special events, travel arrangements, corporate agendas and itineraries
• Completing of expense reports for international and domestic trips
• Maintains an efficient flow of information between all levels of the association including internal and external contacts
• Handles confidential and sensitive information
• Manage multiple administrative projects simultaneously, and monitor progress to ensure deadlines are met
• Monitor existing documents/agreements to ensure they remain thorough, accurate and up-to-date
• Attending to all incoming calls, routing each one to the correct staff member and recording detailed messages when required
• Provide administration support to treasury/ insurance department
• Manage staff time and attendance reports
Preparation of monthly timesheets and expense claims of Consultants
Interface with relevant Finance and Administration teams to ensure accurate and efficient flow of information
Coordinate and setting up projects in the system
Maintaining of all personnel documentation of Consultants - complete, filed and maintain appropriately
Arranging of meetings, events & conference calls
Arranging visas, travels and hotel accommodation of team members & consultants
Regular liaison with the travel team to ensure travel elements supporting personnel deployments are in place
Liaise with the relevant port authority to ensure documentation for personnel is correct and in place prior to arrival
Purchasing of office supplies and equipment
Ensure launch transportation for the team from port to vessel is confirmed
Track team movements and tasks to ensure accurate payment of CRSL employees and issuing of client invoices
Maintaining, prioritizing and fixing up MD’s appointments
Handling all correspondence of MD’s office
Assisting to draft correspondence and documents on instructions, write minutes of management meetings on specific occasions.
Compiling data/ information for Steering Group Meetings, Board Meetings & Monthly Business Reports.
Handling all incoming and outgoing documents from MD’s office.
Maintaining database for address book, mailing lists for annual and festive greeting and other official and personal information.
Arrange and co-ordinate of local and overseas travel, visas and hotel arrangements of the entire staff in the local office and all overseas visitors visiting the company for business purposes, accommodation and transport for expatriate staff
Coordinating and arranging of events, forums, conferences, meetings and other functions.
Preparing of MD’s travel expense report and keep track of payments due to him.
Maintain a record of business expenses incurred by MD. Tally the same with his credit card bills and expedite payments.
Liaise with other secretarial functions for inter-section communications.