Executive Secretary for the Board of directer ( ELFALEH SPORTS HOUSE ) & office manager CEO
EL SEIF GOROUP FOR DEVELOPMENT CO
مجموع سنوات الخبرة :19 years, 3 أشهر
• Prepare, publish, and post Agendas, Meeting notices and other related materials; assemble Board
Packets. Prepare and disseminate all documents for Board Meetings. Assure posting, mailing,
and other known legal requirements are met. Prepare Affidavits certifying requirements are met.
• Attend Board, Committee and Commission meetings as required or requested and prepare and
finalize Minutes and follow up on projects. Attend meetings outside of established working hours
when necessary.
• Compose Resolutions, Ordinances and Public Hearing Notices when required for review by
General Manager and/or Legal Counsel. Assure known legal time requirements are met. Prepare,
attest, publish, and post Ordinances and Resolutions as required. Send documents to Placer
County Recorder when required.
• Attest to and countersign Resolutions, Ordinances and contracts on behalf of District. Serve as
Custodian of District seal.
• Responsible for posting on the District website the Minutes, Agendas and other information
relevant to the public.
• Possess a working knowledge of and be able to interpret the Brown Act, Water Code, Government
Code and other Special District law.
• Coordinate election procedures with Placer County and candidates. Prepare documents declaring
an election will be held. Administer Oaths of Office to newly elected and appointed Board
members and submit to Placer County. Participate in orientation of new Directors.
• Work with legal counsel in preparation of required documents in connection with Board and
Committee meetings.
• Coordinate filing of Conflict of Interest Statements, Campaign Statements, and Statement of Facts
Roster of Public Agencies filing, and others as required by law. Responsible for maintaining the
District’s Conflict of Interest Code, ensuring compliance with the Political Reform Act.
• Research, extract, coordinate, and summarize information (confidential and non-confidential) on
behalf of Board of Directors. Compose and prepare business letters, memos and reports.
• Track any revisions made to the District Administrative Code/Code of Ordinances.
• Attend educational classes, seminars, and other training programs in order to increase knowledge
and stay current with technology and information on District-related subjects.
• Notarize documents for District and North Tahoe PUD residents. Pass State testing in order to
maintain State of California Notary Public Commission.
• Initiate changes to Board of Directors Policies and Procedures.
• Participate on behalf of Management in negotiations with recognized employee organizations,
prepare record of issues discussed and assist in drafting Memorandum of Understanding.
• Responsible for legal proceedings such as elections, annexations, assessment districts, and public hearings.
• Provide back-up coverage for the administrative staff during vacation and sick leave absences and handle as many of the duties of that position as time allows.
• . Responsible for filing, maintaining, and safeguarding all District files, including but not limited to, litigation, Resolutions, Ordinances, Agendas and Minutes. Maintain and update Record Retention Policy as needed.
• Organize and maintain central District files and coordinate system for file retention.
• Respond to public records requests.
• Assist with preparation of Quarterly District Newsletter.
• Assist in the preparation of annual budgets.
• Responsible for the District’s short-term and long-term records management program.
• Undertakes research for special surveys and studies for District management and professional
staff, and produces the resulting summaries as required.
• Assist in revisions to Personnel Policies and Procedures and submit to General Manager and/or
legal counsel, prior to adoption by Board of Directors.
• Make room arrangements for meetings and travel arrangements for the General Manager/CEO
and Board.
Maintained multidimensional complex calendar events and created highly effective
• organized filing system
• Prioritized emails, received incoming calls, scheduled board and foundation meetings
• Booked conference rooms, arranged out of town conferences, travel and hotel accommodations
• Managed six sigma special project and trained staff on procedures, processed bills and incoming daily mail
• Drafted correspondence, conducted online research, provided pickup and delivery courier service
• Handled confidential material at the highest level
• Coordinated the communications and logistics of staff meetings, produced materials, and took
• Performed research, data collection, statistic compilation, document generation as necessary to complete special
projects and price quotes
• Created and prepared marketing literature, set up and attended special sales events
• Updated and maintained company library consisting of literature and product sample
• Made airline, hotel, and ground transportation arrangements, both domestic and international. Also experienced in
dealing with private aviation for group trips, and visa/passport requirements.
• Utilized discretion and judgment at all times in dealing with executive's direct reports, as well as communication
with customers and vendors via telephone and email.
• Prepared and reconciled expense reports.
• Updated and organized reports.
• Provided personal assistance when needed to executive who traveled extensively.
• Communicated with board members and managed materials and details for quarterly board meetings
• Extensive international/domestic travel for CEO and his direct reports
• Managed and coordinated extremely busy calendar with extreme detail
• Monitored email and replied on behalf of the CEO on related issues
• Provided and coordinated team building events to Junior and Senior Assistants
• Coordinated Executive off-sites and Corporate events - approximately 400 employees
• Implemented processes and procedures that increased operational efficiency; managed daily functions of the
office and premises
• Produced high-level communications ranging from highly confidential to policies and procedures
• Maintained strict confidentiality with sensitive information, financial documents, records and personal matters.
• Liaised between 20 member staff, 200+ volunteers and the CEO of 9000+ member congregation; proactively
resolved any membership issues and exercised tact, diplomacy and discretion in all written and verbal
communications.
• Travel assistant to CEO for all major engagements
• Collaborated closely with the staff to complete various ministry projects and conferences
• Managed the execution of events and concert logistics including staffing, accommodations, hospitality, and
production efforts. Clients included BET, WeTV, Radio One, and Rickey Smiley
• Monitored costs and expense reports, negotiated vendors contracts
• Set up and maintained CEO/President's calendar and handled all domestic and international travel arrangements
• Composed and executed presentations for clients
• Revised and updated company handbook, ordered office supplies and equipment,
• Coordinated meetings and special events
• Recorded and transcribed meeting minutes
• Supervised clerical staff
• Assisted CEO with operations, growth, and effectiveness of the office.
• Managed all documentation for Human Resources Department.
• Passed HIPPA audit 100%.
• Developed new business opportunities in the healthcare industry for CEO; designed and implemented business
cards, brochures, and other essential documentation.
• Worked with CEO on special projects, manuals, policies, procedures, and correspondence
Follow-up incoming and outgoing mail and receive accurate punctual, and sorted in an orderly and harmonious, especially if the incoming mail to several sections or inbox for several official bodies or informal. Daily Mail View the Managing Director of the company,
portraying important papers that need more than one copy for safekeeping in an orderly manner and in special files for easy reference when necessary, the required administrative way greatly facilitates the work in the future
. Receive phone calls and find out callers to convert them to the concerned authorities in the organization, as well as take notes necessary and phone numbers of the caller for reference when needed, and the secretary here writing all notes meticulously to inform them of the Director,
as the secretary to make calls needed by the Director.
Preparation and writing speeches and official reports, books, printed with the utmost precision,
in addition to the special design work, photographed and saved for future reference, and write your own notes and administrative staff from the Director to the other sections tables
. Internal coordination of meetings within the company with the processing room table meetings and arranged well and attend the meeting to write notes and minutes of the meeting, along with reception of the invitees to the meeting from outside the organization, and then print the minutes of the meeting
well-coordinated in an official capacity, to be distributed later to the participants at the meeting to sign it
. The scheduling manager and visitor registration information and presenting it to the manager and discussed with him, and then processing the required information accurately,
arrange the papers needed by the manager during his visit or during the schedule. The executive secretary of the reception of visitors
,
take all matters relating to the visits into account, in addition to receiving a very important guests from outside the country in which the institution is situated. He has to arrange all travel undertaken by the Director and senior staff in the organization,
collect all the necessary information related to the travel and processing of files that can be used while traveling, with telling the host Director on the date of arrival and place of residence, with his keenness to follow up on all the things the crisis until the arrival of Director to the host country, and if there has been any change or cancellation of travel, he must inform the concerned authorities to do so. Organizing and arranging all the administrative files, processing of appropriate special place to save information and files in it, in addition to indexing the files and administrative official, books, internal memos and save them in an orderly manner, in addition to the destruction of the old files and administrative books and memoirs, which have been sitting out for a long time. Follow-up and coordination of all administrative work and identify the things that should be followed, along with access to daily follow-up files, and take the necessary measures to resolve the existing problems, and keeping all the belongings that were used in the subject in a coordinated manner and uncluttered private files. Appropriate order on the things needed by the Director and the staff in the organization and follow up on things like maintenance, tools, stationery missing, and the Department of Finance in the petty cash fund management, the receipt of invoices and sign it and save it to be delivered to the accounting department. Design reports and create administrative tables and through the use of computer applications, so it was imperative that the executive secretary has full knowledge in the use of computer applications, with the necessity of reporting through the use of these applications and the creation of administrative tables for use design.
Main Deities:
Team reporting
Team supervision
Problem solving
- Customer complains
System updating
Handle all incoming calls regarding Credits Cards, Accounts & other products inquiry
Generate leads from the incoming calls by cross selling the bank products & services
Achieved the set numbers of leads by the management (100 leads per month)
Achieved the target that has been set by the management (1.5 million every quarter)
Conduct Branch Performance Survey on monthly basis an as per the administrator distribution among the staff
Send all leads through the Administrator to be sent to the DSF team
Manage complaints within the process framework &/or send it to the complaints officer
Minimum log in time is 7 hrs per day
- Activation & cancellation of the credit cards & generation PIN numbers for the IVR system as per the customer requests.
Generating of Bonus as per authority ( open limit )
Any other tasks assigned by the team leaders & / or Manger
officer
* Monitoring the Agent performance.
* Monitoring the calls volume and organizing the Agent availability.
* Assisting Agents with handling calls
Project Achievement
_ National Bank OF Abu Dhabi Call Center project.
1. Reviewing the business requirements and the functionality for NBAD new Call Center.
2. Participating in User Acceptance Test for NBAD new Call Center, and IVR System. Preparing the operational procedures/policies for the Call Center
3. Preparing the operational procedures/policies for the Call Center
A/Cs
Posting clearing cheques & answering customers esquires
From Sudan and Study in Pune/India