Executive Secretary to Vice President
Siemens Ltd
Total years of experience :12 years, 8 Months
Provide professional support services to executive management. Compose correspondence independently. Manage the booking of conference rooms and facilities. Receive and great visitors and official guests. Follow-up on pending issues / actions, feedback to the top management accordingly and priorities daily tasks
Arrange over all travel arrangements for executive management, Assist for meeting / conference if required. Arrange conference call /meeting / appointment with customer / client in professional manner.
Receive / route incoming telephone calls professionally and efficiently
Provide administrative assistance i.e. prepare and distribute agenda, compile documentation, take minutes of meeting and etc. Manage the office in the absence of the management or office manager.
Setup overall accommodation and entertainment arrangements and flight tickets etc for company visitors and delegates according to company policy. Coordinate with HR department to ensure executive managements and delegates’ services are fulfilled.
All other office secretarial functions including filing, generating reports, Record all correspondences, reports and other data’s and responsible for the safekeeping of all official documents. Maintain total confidentiality of all matters relating to the assigned department. Prepare executive managements travel expenses according to company travel policy.
Provides executive assistant to the Top level Management in an effective and efficient manner.
Coordinates and sets up conference calls, board and management meetings, special events and travel arrangements.
Ensures the smooth running office operations and time management. Maintain total confidentiality of all matters relating to the assigned department. Act as a liaison between headquarters staff and Branch staff if required.
Coordinates preparation and timely dissemination of company reports and slide presentations for board meetings.
Provides superior administrative support to executive management if required, including correspondence, coordination, communications and problem resolution.
Creates highly effective organizational and filing systems, including quick and thorough indexing, filing, resulting in easy access to critical information.
Conducts extensive internet search and performs general clerical duties. Perform other related duties as required.
All office secretarial functions including filing, generating reports, Record all correspondences, reports and other data’s and responsible for the safekeeping of all official documents. Maintain total confidentiality of all matters relating to the assigned department. Prepare executive managements travel expenses according to company travel policy.
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