CEO Office Administrator
Saudi Arabian Mining Company - Ma’aden
Total years of experience :20 years, 0 Months
• Take and record minutes of the meeting
• Screen incoming correspondence and ensure delivery to intended recipient
• Create and maintain a liaison between executives
• Produce reports and charts
• Prepare meeting agendas and collect related material
• Review and proofread documents for executives’ signatures
• Oversee office budget and recommendations on office expenditure
• Compose letters and other correspondence (i.e. Memos, Internal Letters, and Notices in connection with the Project and Company Policies).
• Perform screening, recruiting and mobilization of local manpower on various sites and completion of various documentations as per ARAMCO standards and requirements.
• Drafting letters pertaining to project issues (Subcontractors Performances, delays in Material and equipment deliveries, payments issues, contract violation and breaches, etc.)
• Translation and Interpretation services in English & Arabic as required by the management.
• Assisting Project Manager in day to day affairs in management, control and operational affairs of the project.
• Performed administrative duties of maintaining reports and providing support information.
• Assisted the executive in preparing reports and presentations.
• Discharged minutes of meeting writings responsibilities along with supervision of task assigned to various departments and preparing reports to submit to the management.
• Provided the top management with all required information on time pertaining to various projects.
• Acted as a communication link between the clients and the management and replies to the clients regarding various issues and concern pertaining to the projects.
• Performed other functions whenever required - including receiving guests and sorting general queries.
• Received clients on behalf of the director/manager and assisted them in solving common problems.
• Maintained a cordial relation with the whole department.
Management Representative (MR) responsibilities for ISO 9001:2008.
• Provided administrative support to Country HR manager for conducting and streamlining the HR activities.
• Planned logistics for executive travel and scheduling, meetings, conferences and special events for the company.
• Coordinated day-to-day operations of the office, including: mail, phones, visitors, expenses, catering and supplies.
• Managed special projects as assigned by the Country HR Manager pertaining to performance appraisal, salary revision, and other HR activities.
• Coordination with travel agency for ticketing and with Government relations department for visa validity for all incoming and outgoing visitors especially European engineers and technicians who were assigned for short term for the maintenance of drilling equipments at rigs.
• Collection of passports and distribution of the Iqamas for arrivals and departures including transportation and hotel arrangements for senior managers.
Other Administrative Responsibilities
• In-Charge of employee accommodations and transportation (60 drivers) of the company
• Correspondence in Arabic & English with various government entities.
• Preparation and Process of Employment Contracts, Introduction letters, Experience certificates etc., whenever required (in both Arabic & English languages)
• Provided administrative support services in Project Integration Department - Raz Al-Zawr Aluminum Project, in recruitment and staffing of the project.
• Preparation of offer letters, coordinating for interview and processing work visa and visit visa for the selected employees. Correspondence with recruitment agencies and embassies.
• Established and maintained a comprehensive filing system for correspondence and other materials.
• Ensured that files and other records are secure and confidential papers are accessed only by the designated personnel.
• Made travel arrangements including transportation, accommodation, car rental, etc. in respect of new arrivals.
• Performed other similar or related administrative duties as directed by Director of the project.
Provide administrative and business support to the CEO of Bilfal Heavy Industries Ltd. the largest manufacturing firm of vessels, tanks and evaporators in middle east and support other members of the executive management team.
Maintain CEO’s calendar -- plan and schedule meetings, teleconferences and travel.
Improved office efficiency by implementing color-coded filing system and introducing additional time-saving measures.
Enhanced communication between various departments and executive team, fostering a sense of teamwork and collaboration.
Translated various documents from English to Arabic and Vice Versa for the CEO, as he was British National.
Other administrative works as assigned by CEO.
Master Program in Business Administration