EXECUTIVE ASSISTANT
ASSR ALJAWAL COMPANY
Total years of experience :17 years, 11 Months
1. Managing chairman office : ( Secretarial works)
- Responsible for managing the office and supervise on chairman ‘secretary division, preparing all required clerical works such as status reports summary, formal & informal letters and managing all correspondences incoming and outgoing.
- Check email on daily basis every morning and prepare a cover letter for the most important subjects to present to chairman.
- Manage & arrange the daily calendar and Prepare daily agenda.
- Handle all documents that need to be sign by chairman and check it to find out any comments
- Responsible for all external and internal communications.
- Handling all administrative problems and work out it.
- Organize the office pretty cash.
- Handle all documents that need to be sign by chairman and check it to find out any comments and archive the important documents
2. Following up Business :
- Responsible for following up the operation inside each division in the company through coordinate with the heads of departments.
- Following up chairman ‘decisions & recommendations or any instruction issued by chairman to anyone of the staff and update chairman ASAP.
- Following up the execution of projects / follow up, organize & set up database for real estate portfolio.
- Check all actual sites and locations of company activities continually and submit visiting reports in brief.
- Set up database for all properties of the company. ( Manpower- Material - equipment)
- Monitor budget against actual cost and Prepare financial report summary.
- Arrange monthly meeting with operation committee.
- Follow up renewing the official documents of the company such as CR and all facilities documents with coordinate with HR department.
- Follow up and coordinate closely with company unites and various external parties on items requested by chairman as well as any outstanding matters.
3. Assist chairman in planning, organizing, controlling and implementing the company strategy and ensuring the smooth running of activities inside the company.
4. Set up organizational chart for the staff of company and set up new committees.
5. Arrange board meeting and assembly meeting ( all necessary arrangements)
6. Private file (Home file- private business) when chairman decides to work on.
- Follow up the private affairs for chairman ( banking process- payments bills- investments funds, properties and its returns
- Housing files (follow up maintenance contract - purchasing - housing labor affairs - Medical files - family vocations and traveling). Arrange travelling for chairman or family members.
•Providing all necessary administrative supporting to senior management office and ensure the smooth running of activities inside the whole group. Assign and monitor clerical, administrative secretarial tasks among office staff, supervising upon office staff activities to ensure maximum efficiency.
•Office organization; check chairman ‘office on daily basis to ensure office supplies and make sure that everything is functional .Screen emails, reply on behalf of the boss in normal cases, summarize the urgent and important topics to present it.
•Organize and check all documents that need to be signed and make sure that documents come up with the company policy.
•Managing all correspondences, receiving and distribute mail and prepare the outgoing correspondences.
•Gathering, entering, and/or updates data to maintain records and databases, maintains and organize files and archiving documents
•Prepare daily agenda of activities according to the priority of actions.
•Prepare all required clerical works such (formal letters - memo - contracts - status reports - summarize financial reports- Board presentations) in English & Arabic and provide translation services upon request.
•Arrange daily calendar, confirm appointments, and meet the visitors.
•Answering callings on behalf of the chairman, handle the messages and give required information that allow to be given.
• Responsible for all external and internal communications (verbal, written) on behalf of the chairman.
• Supervising on secretarial team and coordinate with heads of departments and branches to bring the required status reports.
•Take all arrangements for the meeting ( Board meetings - steering committee meetings - recurrently meetings),
•Attend the meeting, take the notes and prepare minutes of meetings. Distribute copies of minutes of meeting.
•Prepare following up schedule for decisions and recommendations which are taken in the meeting. Update the actions with people who are in charge.
•Take all arrangements for annual meeting of general assembly and coordinate with the whole stockholders and board members.
• Take all arrangements for traveling (flight booking -hotel reservation - for chairman and his family.
•Following up and take the action in regarding to renew the official documents of the company
•Handle all problems and claims from staff or clients and solve it with coordinate with concerning departments
•Follow up the private affairs for the president, Banking processes- payments bills- investments funds, properties and its returns, real estate Portfolio.
•Housing affairs ( maintenance contracts - purchasing - housing labors affairs - Petty cash and expenses reports- Medical file- family vocations and traveling )
• Keep all information of my possession in top confidentiality
• Providing all types of administrative supporting and secretarial works in general and office administration.
• Performing all clerical works, drafting formal letters, contracts, memo, status reports, Board presentations, all types of forms and all outgoing correspondences to ( consultants, suppliers, owners of projects).
• Organize the office, screening emails, summarize and arrange the topics, follow-up the progress of projects day to day.
• Organize and archive all documents of the projects (soft copy & hardcopy)( contracts - material requests - subcontracts and suppliers agreements, BQ, shopdrawings, Material Quotations ) and manage all data base of manpower and equipment for all projects and company .
• Provide the technical office with all kind of necessary support for preparation the new tenders and pricing processes.
• Take all arrangements for the meeting of my boss with the suppliers, client’s consultants, subcontractors and his visiting to the sites, attend the meeting and take the notes, prepare a list of recommendations and decisions and follow the updates.
• Arrange daily calendar, confirm appointments, meet and greet visitors, answering phones, handle messages and give information that allow to be given. tactfully
• Handling all problems of (labors, subcontractors, suppliers, ) and coordinate with the concerning departments to solve it and get rid of any constrains may cause delaying the work.
• Following up the procurement and purchasing department and suppliers to ensure the requested material for the site in the time. With the same quantities and the same specifications.
• Following up the submittals and the consultants approval and work out with the specialist to amend the comments as well as following up the monthly invoices for the company
• On daily basis overseeing the newspaper in what related to government plans of development for infrastructure and construction sectors, collect and summarize information and present to my boss.
• Take all arrangement and prepare all required official documents upon submit to a new tender.
• Keep all information in my possession in top confidentiality
i have graduated from in Alminia University , faculty of Arts department of English language in may 2001, i completed my study to obtain special diploma in translation, i joined to Egyptian academy institute and studied computers science and got ICDL Certification
I have studied at English literature which includes what is written by writers from England, Scotla
