Office Manager / Executive Assistant to the CEO
Al Rajhi Holding Group
Total years of experience :19 years, 7 Months
Office Manager to the Chief Executive Officer Mar 2012 till Nov 2016
Building Solutions Sector (Al Rajhi Holding) - Jeddah, Saudi Arabia
Office Manager to the Chief Executive Officer Dec 2016 - Present
Transferred to Al Arrab Contracting Company Ltd.,
(Al Rajhi Holding), Riyadh, Saudi Arabia
Accountabilities:
*Managing CEO’s Calendar while ensuring all appointments & activities are accurately arranged.
*Scanning very efficiently the E-mails of CEO & required actions thereof.
*Initiating correspondence of business & personal nature.
*Regular follow-up with senior management and other executives on pending matters.
*Prioritizing tasks and arranging support documents for conferences & special events in which CEO’s participation has been registered.
*Arranging briefing session for CEO by senior executives prior to board and committee meetings.
*Analyzing and validating the correctness, completeness and readiness of all documents for CEO’s signature/approval.
*Ensuring that official correspondence have been properly logged, efficiently filed & important documents are immediately attended and acted upon.
*Ensuring regular scheduling of Management Meetings and delivering the instructions of CEO to the senior staff.
*Arranging meeting with top executives of various other companies with proper reference documents.
*Coordinating with travel agents to arrange business travels, bookings and other logistical arrangements for the CEO. Ensuring a well-organized, convenient, reasonably priced tickets by using loyalty programs of various Airline & Hotels.
*Coordinating special events, sending out invitations, monitoring RSVPs and reserving facilities and other logistics.
*Preparing all required documentation and coordinating with agents to secure required documentation, and monitor the progress of visa applications for CEO and his family. Providing personal appearance support if required.
*In coordination with Relations and Support Services Division (RSSD) or directly with concerned staff, scheduling and assigning drivers and other maintenance staff to render services for CEO. Ensuring their immediate availability and preparedness when needed.
*IT support to CEO through proper consultation of IT dept.
*Ensuring the confidentiality of all information and documents inside the CEO’s office is strictly maintained.
*Overseeing general office operation.
*Greeting visitors, answering a high-volume of incoming phone calls and delivering world-class service to our customers
*Supervising, mentoring, training, and coaching office staff and delegating assignments to ensure maximum productivity.
*Coordinating domestic and international travel, including flight, hotel, and car rental reservations.
*Purchasing office supplies and equipment and maintaining proper stock levels.
*Producing reports, composing correspondence, and drafting new contracts.
*Creating presentations and other management-level reports.
*Created highly effective filing systems including quick indexing, filing and offsite storage, resulting in easy access to critical information streamlining office functioning.
*Managed high-level conference calls, board and management meetings, special events and travel arrangements for top executives.
*Updated and maintained business calendar and events.
*Acted as liaison and maintained open lines of communication among senior executives, board members, shareholders, middle management and administrative staff.
*Coordinated in timely preparation of company reports and presentations for Board Meetings.
*Administrated office systems and procedures by using a high degree of judgment and discretion ensuring high level of confidentiality.
*Arranged business trips of Senior Executives through travel agents.
*Preparing expense reports after completion of the trip.
*Travelling locally & internationally as and when needed.
Worked as Admin. assistant to the VP Operations.