Executive Secretary- PA to the Managing Director
Abdullah Abdulghani & Bros. Co. LTD (Toyota & Lexus)
Total years of experience :24 years, 3 Months
Being reporting to the Managing Director- Board Member, I am mainly responsible for:-
1- High-level administrative functions, coordinating and managing multiple projects. Collate reports, prepare presentations, memos etc.
2- Draft important and discreet correspondence, follow up letters with company departments and outside companies and mail distribution.
3- Take responsibility of general and confidential secretarial correspondence; memos, collate management reports, prepare presentation.
4- Manage and supervise the other administrative/ support staff.
5- Maintenance of files & records. Physical and e-records of the confidential correspondence and documents.
6- Arrange, coordinate itineraries including airfare tickets, hotel booking, and business meeting schedules.
7- Follow up and secure approval of all expense, and review payable and receivable payments.
8- liaise with external parties - vendors, government authorities as per the requirement
9- Receive VIP customers on visit to the managing director’s office, schedule appointments and maintain accurate and update confidential client’s files.
10- Provide telephone support, investigate and resolve problems encountered by VIP customers at any of the company departments.
11- Communicate and co-ordinate with the diverse divisions.
12- Organize, plan and schedule meetings. Record minutes of the meeting and disseminate MOM to concerned parties.
13- Maintaining the Managing Director’s calendar and facilitating travel arrangements.
14- Receive, direct and relay telephone messages for the direct manager.
15- Receiving and attending to the customer's complaints, gathering needful information, breakdown and analyze these information to help Management make the right decision.
16- Punctual, Performing assignments on time and performing any additional tasks usually assigned by the Managing Director.
* My Line Manager was the General Manager and President to whom I used to report in daily operations.
1- I was in charge of 4 employees who were working under my responsibility.
2- I worked as a liaison between different company departments and sections.
3- Provided the Top Management with necessary information related to local and overseas companies, particularly our principals in Japan.
4- Incharge of drafting English & Arabic correspondence for outgoing letters and internal memos.
5- Following up and verifying that directives of Top Management are duly carried out by Departments and Sections Head.
6- Responsible for general and confidential secretarial correspondence; memos, management reports. Receive, review and summarize reports addressed to the president.
7- Exploring needs and requirements of clients and help find the best solutions to fulfil their expectations and satisfaction.
8- Conducting thorough surveys of the local market and collecting the latest information related to pricing and specifications of vehicles.
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