Senior Executive Secretary To the Vice Chairman
Al-Abdulkarim Holding Group
Total years of experience :10 years, 8 Months
•Managing the office and schedule of the vice chairman of the company. Attending events, site visits, and meetings with the VC to capture meeting minutes, provide feedback and arrange follow-ups. Managing a team who supports the work of the VC to ensure all business objectives are met. Liaison with key staff acting as a gatekeeper with the executives, senior leaders, and the vice-chairman regarding company status, projects update, proposals, and planning’s for all processes.
•Follow up on all tasks and resolutions and keep it updated with a high Level of Detail.
•Prepare Meetings whether in-person or virtual over well-known platforms alongside with agenda and share the attachments ahead of the meeting.
•Prepare MOM and disseminate the resolutions according to policies.
•Support the business development manager to monitor and provide the best practice of work and keep the policies and procedures for the related departments updated, as part of governance’s project.
•Make sure the company article of association, stakeholder’s resolutions, and CRs are updated and comply with Saudi`s government laws and give a legal insight, personal or through the legal counselor if need it.
•Follow up on special legal concerns out of the country.
•Responding to emails and document requests based on the authority matrix.
•Act as the point of contact between the owners and other executives, employees, clients, and external partners.
•Solve any issues that could be occurred and provide the best solution after careful consideration.
•Prepare the Job description for some of the key staff and help in recruiting and interviews.
•Prepare Management Reports and KPIs on a semi-annual basis and create special reports on a monthly basis for some.
•Provide full Technical Services for the Business Planning Section inclusive of typing routine and confidential correspondence related to Materials & agreements and maintaining related files and records.
•Coordinating and Typing all correspondence related to all business operations mainly with stockholders and partners and key staff with highly confidential and sensitive documents
•Operating computerized filing, records, and retrieval system, printing, and achieving all documents..
•Schedule Executive Committee meetings on a weekly basis and take MOM.
•Translate documents in both English and Arabic.
•Coordinate between Owners and director's Secretaries for business matters.
•Handle all Business Trips for the owner such as travel arrangements, appointments, emails, correspondence, etc... And accompany some of them.
•Follow up on any additional tasks.
Key Responsibilities:
• Documenting the Company Board meetings, Planning, scheduling and execution.
• Coordinate, prepare and distribute meeting's agenda ahead of the meeting, along with any support documents with notice of time and place, and Any additional topics requested by members.
• Prepare MOM of the BOD meeting and record resolutions. provide members with a draft for their feedback before signing.
• Prepare detailed MOM of the BOD member's actions and discussions.
• Prepares and Coordinating Board committees (Audit and Risk/Nomination & Remuneration & Executive Committee) meetings with notices of time and place and share the agenda.
• Make sure the MOM signed by BoD members on the next meeting, including any Circular Resolutions.
• Prepare and planning annual general assembly, consider that all stockholders should be informed and provide with agenda and notice for time and place, also check and accept Mandates.
• Handle all formal communications between the board and Head of departments.
• Preparing a presentation for demonstration purposes.
• Providing support to any dept. in need & taking the initiative to follow up on the resolutions.
• Handling requests for specific info & redirecting them to their proper channel.
• Preparing confidential and sensitive documents (emails and letters) and adhering to the height level of confidentiality ensuring they remain secure according to policy.
• Supporting to set the yearly office budget of the BOD.
• Mail, track, and follow up for any conflict of interest disclosure and create a report to the chairman and BOD’s.
• Maintaining BoD and related committees charts and procedure’s adhering to any updates.
• Planning chairman business trips.
• Operating office equipment, such as photocopy machines and scanners, etc.
• Maintaining a proper filing system (hard & soft copies).
• Supervising HR operations (recruiting, selecting &orienting) for key staff.
• Executing any additional requests from the Chairman and BOD’s.
• General follow up for all the Admin Unit tasks of the NRC - (MERO) Middle East Regional Office, Also (HO, SRO’s, A-caps) offices; Focus on Gov. Relationships.
• Support Regional Admin.Manager in arranging & finalized the requested administration tasks.
• Follow up and execute all direct requests from the regional director, either related to business or private upon request.
• Liaise with country security and health unit in arranging security briefing (Daily Situation Report), buildings assessment and updated travel, flights, &border status tracking info.
• Arrange transportations requests through (NRC cars or Service provider), flight reservations & accommodations (Hotels & RGH), pre-arrival arrangements.
• Monitor and follow up of car log book .
• Liaise with the MERO offices to follow any supplies request in arranging with the Procurement depts and handles procurement services (contracts) according to policy and directions from related advisors
• keeping the leaves records and monitor the calculation for national staff .
•Handle over the applications and liaison with the concerned employees in Ministry of interest, Ministry of Labor, Ministry of industry&trade, Ministry of Health, Ministry of Foreign Affairs, Ministry of Justice, Social Security Corporation, Jordanian custom&other Jordanian authorities & Foreign Embassies To issue Visas+150, Work permits +50, Residences +75, visa extension +40, POAs, Laws matters & other needed requests for NRC staff and their families.
• Support in monitoring & paying All office expenses ”Petty Cash” + 40k JOD, for Gov. Finance settlements with (MOL, MOH, PSD&others).
• Maintaining NRC's administrative procedures audit and financial standards, typing letters (in & out), and Categorization them.
• Applying, tracking, checking schedule system’s & keeping updated in MERO for Senior Staff.
• Keeping Inventory and monitors the availability of stocks and consumables, updates and tracks inventory lists according to policy.
• Monitoring MERO post mail & executing DHL domestic mail.
• Prepares & distributes correspondence, sends - replies to emails & calls, prepares meeting reports.
• Follow-up with other Depts. to ensure that requests are carried out & activities are coordinated.
• checks and prepares invoices for payments and monitors cashbox and maintains related filing for financial department.
• Establish confidential filing system for all correspondence, categorizes and maintains manuals, sensitive info, E-payment system & Houses claims tracker system.
• Perform other duties that may be assigned from time to time by the managers.
Key Responsibilities:
* Identified operational requirements by scheduling and assigning employees, followed up on work results, reviewed and analysed special reports, summarized information, and devised market trends.
* Scheduled meetings and appointments, organized the office layout, order stationery, and equipment and collaborated with HR to update and maintain office policies as necessary.
* Strengthened office efficiency by planning and implementing office systems, layouts, and equipment procurement, maintained and administrated office staff by recruiting, selecting, orienting, and training.
* Designed and implemented office policies by establishing standards and procedures, measured and evaluated results against standards, and demonstrated appropriate changes.
* Maintained office services by organizing office operations and procedures, controlled correspondence, prepared payroll, designed filing systems, approved supply requisitions, assigned and monitored clerical functions.
* Maintain HR inaccurate database of unit documents and personnel management, staff database, access control, timesheets, and attendance, leave balances.
* Provided historical reference by defining procedures for retention, protection, retrieval, transfer, and disposal of records and contributed team efforts by accomplishing related results as needed through many ways including training courses for admin staff mainly.
* Support and Coordinate staff recruitment, screening, shortlisted candidates, and provide assistant in set job descriptions and post job advertising accordingly.
* Make sure all staff have appropriate exit interviews and follow up on clearance and final settlement process.
* Processed orders, applications, and requests, systematized records of customer interactions, transactions, comments and complaints and provided feedback on the efficiency of the customer service process.
* Addressed employee’s queries regarding office management issues (e.g. stationery, hardware and travel arrangements), organized employee personal affairs and liaised with facility management vendors, including cleaning, catering and social security services.
Key Responsibilities:
• Managed contract and price negotiations with office vendors, service providers, and office lease, administrated office G&A budget, ensured accurate and timely reporting, and assisted in the onboarding process for new hires.
• Facilitated professional and technical knowledge by attending educational workshops, reviewing professional publications, established personal networks, and participated in professional societies.
• Supervised office operations and procedures, coordinated with IT department on all office equipment, ensured that all items are invoiced and paid on time, and provided general support to visitors.
• Assisted in leading, directing, and managing official personnel, business travel, flight, and hotel booking, responded to phone calls, faxes, and emails, developed official letters and investigated project delays.
• Provided recognition and rewarded team members that demonstrate outstanding performance and delivered genuine hospitality to our guests so they are compelled to comment.
• Monitored and analyzed business processes and results to generate a donation and profitably, achieved assigned targets by General Manager, reviewed and systematized reports, facilitated and participated in meetings.
• Executed the corporate training plan to ensure associate proficiency, planned and established safety, security, quality, and organization operations policies, procedures, and practices.
• Oversaw the day-to-day task assignments and performance for all associates, supported matters relating to Customer Service Associates and the potential team delegated the tasks, and followed up as necessary.
Projects:
* Projects and Endowments Officer/investments (S.A.C)
* Member of the Syrian Refugees Relief Committee (S.A.C)
* Secretary of Public Tenders Committee (S.A.C)
* Public Relationship assistant for Local and Foreign partners (S.A.C)
* Supervisor on the Project of Committee's use of Water and Energy in the Northern Governorates by the Royal Scientific Society (S.A.C)
* Supervision of the engineering designs and constructions for some of MEGA projects, (Al-Rawafid.Eng)
* Project Supervisor for Syrian refugees in Ruwaished / Eastern Area. Common project (ICRC SAC)
Letter of Experience: • Jul 2012 - Feb 2015 Solidarity Association Charity (S.A.C) Director of Projects and Awqaf Investments and General Management Office Manager Irbid, Jordan • Apr 2015 - Dec 2017 Al Rawafid Engineering Services Co. Office Manager Irbid, Jordan • Apr 2013 Sustainability & Survival Solutions Principles and Techniques of Financial Resources Development for NGOs – Workshop Amman, Jordan
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