executive secretary
Saudi Rakeen Comapny
مجموع سنوات الخبرة :14 years, 4 أشهر
Keep diaries and arrange appointments.
Daily coordination with different departments.
Schedule meetings create agendas and take minutes.
Handle telephone and email inquiries and redirect them to the assigned team member.
Write, photocopy and print various documents.
Create and maintain an accurate filing system.
Order and maintain stationery and managing office equipment.
Make travel arrangements.
Organizing company events or conferences.
Ordering stationery and furniture.
Dealing with correspondence, complaints, and queries.
Preparing letters, presentations, and reports.
Liaising with staff, suppliers and clients.
Implementing and maintaining procedures/office administrative systems.
Delegating tasks to junior employees.
Any other tasks at the administrative level required by MD
Reviews, proofreads, and edits documents prepared for the administrator’s or executive’s signature.
Coordinates and facilitates the administrator’s or executive's calendar to arrange appointments, meetings, and conferences.
Recommends actions to be taken on office expenditures such as equipment and supply needs.
Compiles and maintains records, statistical information, and reports.
Establishes and maintains various filing and records management systems.
Collaborate with senior managers and decision-makers to identify and solve a variety of problems, and to clarify management objectives,
Receiving and screening callers and visitors
Maintaining records and file
Maintained executive’s agenda and assisted in planning appointments, meetings and conferences
Assisted executive in preparing reports and presentations.
Always maintained privacy in confidential matters.
Managed and scheduled daily, weekly, and monthly calendars of executive.
Schedule necessary meetings.
Made and confirmed all travel arrangements.
Commitment to efficiency a willingness to seek best practices in running the office.
Able to troubleshoot challenges as they arise.
Collaboratively review and recommended changes to our company policies.
Provided the top management with all the required information on time.
Performed administrative and clerical functions whenever required - including receiving guests and sorting general queries.
Received clients on behalf of the executive and assisted them in solving common problems.
Maintained a cordial relation with the whole department.
Liaised between executives and employees/clients.
Managed phone calls and emails with professionalism.
Organize filing system and consolidate files/records as required including copies of Contracts and Agreement.
Performs a variety of administrative or executive support tasks that are highly confidential and sensitive.
Researches, compiles, assimilate, and prepare confidential and sensitive documents, and brief accordingly.
Liaise and contribute to with office management team to ensure smooth running of HO office and services
Advanced Microsoft office skills (V lookup, Access, Pivot Tables etc.) including the ability to operate computerized accounting, spreadsheet programs at a highly proficient level
Performing highly confidential administrative duties
Composition, editing and review of confidential correspondence.
Compilation of statistical information, reports and presentations
Support daily communications with the employees of the department
Generating Temporary Passes in Visitor Management System, Material Gate Pass System,
Generating Aviation Passenger reservations system, Drilling Rig Supply System (DRSS) -SAP
Generating Chemical requests and updating chemicals Inventory
Generating SAP materials manifest as Received, Transferred, Back loaded,
Generating Bits request in SAP and Updating Bits Inventory,
Collecting Job Tickets from Contract Personnel
Call out Services Drilling Rig Supply System (DRSS) for Service Personnel’s,
Updating Tools Inventory, IT Inventory, Wellhead Inventory
Opening, sorting and categorizing all incoming information to the department and getting it to the appropriate people in a timely fashion.
Processing all outgoing communication in the form of emails, letters, voice messages or other forms of communications.
Scheduling appointments, meetings and personal appearances by the department manager.
Duplicating, filing, recordings and logging of data shared between departments.
Managing the Database of all incoming and outgoing shipments.
Preparing the inquiry for the required items.
Receiving the items according to requisition, Purchase Order and purchase invoice.
Forwarding the purchase invoice to account section.
Issuing the items according to issue voucher and send the issue voucher to account section after posting.
Keeping one copy of issue and receipt voucher for record.
Maintaining the inventory on monthly basis.
Check the stock of daily use items to avoid the shortage.
Maintain confidentiality of information.
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