Executive Secretary
Almoayyed International Group
Total years of experience :16 years, 5 Months
• Maintaining files and records of the Chairman and keep them in proper order for easy retrieval and secure their confidentiality.
• Scheduling meetings, appointments and business trips for the Chairman
• Maintaining of office files in an orderly manner, prepare the physical and electronic filing system directions for other users.
• Preparing office correspondences and memos in English
• Maintain records of bills, receipts, insurance, membership and visitor records. Manage data entry and set up databases and other relevant data information
• Maintain petty cash, Maintain receipts & payment, of Cheques issued & received.
• Weekly updating the Statement of all Bank accounts related to the chairman and preparing the brief summary for him to review.
• Preparing the statement of accounts for salary paid to Chairman’s personal driver, house maid, Cook ect. Every month and get the receipts of the salary signed and maintain the same for the annual increment.
• Maintaining all the credit card statement and make the payment in timely manner to avoid late payment charges.
• Strong on follow-ups and review of the work assigned to the team on behalf of the Chairman
• Keep an up-to-date calendar of events
• Responsibilities of all administrative areas ranging from office infrastructure management, travel management, vendor management, inventory management etc.
Non Legal Assistance
• Coordinating between Partner’s office and various other departments in the company as well as with the clients Attending and screening of telephone Calls and passing only relevant calls to Partner.
• Does Inter Dept. Correspondence to update the other department Head Regarding the New update policies of the company.
• Organizing tours for Partner / Consultants, Foreign as well as Domestic tour program, arranging Air Tickets, Hotel Bookings etc. Dealing with Travel Agents for Issue of Foreign Exchanges / Travelers cheque, etc.
• Managing the Partners calendar which includes - daily updating, monitoring and tracking the appointments
• All miscellaneous expenses within the Partner’s office is maintained and sent to the concerned person after approval within the given timeframe
• Report generation of key operations and performance metrics for the Partner’s reference, Maintaining and organizing the contact cards and alias, Keeping to do list (check list) for various actions for self and Partner ensuring that the routine functions are carried out in a timely and effective manner.
• Review and summarize miscellaneous reports and documents, prepare background documents and outgoing mail as necessary
• Prioritize and manage multiple projects simultaneously, and follow through on issues in a timely manner with the internal team
• Strong on follow-ups and review of the work assigned to the team on behalf of the Partner
• Maintaining confidentiality of works related to Partner / Associate Partner and Close interaction with Finance department for timely payments to outside parties.
• Arrangements of conferences for project discussion.
• Browsing the internet for gathering market data and secondary research.
• All Important assignments to be carried out when Partner is out of station / foreign tour, including office management, administration and vendor management .
• Maintaining the contacts in the formats that may be required, manage, organize, and update relevant data using database applications.
• Maintenance of records, attendance Correspondence & Document management as required from time to time.
• Keep an up-to-date calendar of events
• Maintaining of office files in an orderly manner, prepare filing system directions for other users. Maintain records of bills, receipts, insurance, membership and visitor records. Manage data entry and set up databases and other relevant data information
• Maintain petty cash, Maintain receipts & payment, Project wise records of Cheques issued & received.
• Maintain the details of expenditure, with supporting documents, made from the funds received for a particular project.
• Provides an uninterrupted supply of stationary, printer cartridges, plotter rolls. Maintaining the inventory of Computers & Accessories and update the stock report.
• Preparation of the Weekly report: Responsible for setting reasonable deadlines for acquiring time sheets and recording muster.
Job Profile:
•Assisting the HOD Handling day to day administration activity of Office as well as IT department.
•Maintaining the contacts in the formats that may be required and making calls to various vendors and any other tasks that might be done to free them as much as possible to do their duties.
•Develop and implement a system for products information data base and physical storage of the same. Manage, organize, and update relevant data using database applications.
•Monitor the overall up keeping of the motor cars and fulfill the requirement of fuel as and when required. Co-ordinate the drivers and arrange their duties as required
•Day to day office routines: Maintenance of records, attendance, bills and documents as required from time to time.
•Withdrawal of Cash, submission of documents to banks and government agencies etc.
•Maintenance of office Equipment: Operate, clean regularly, and recommend to the principal maintenance needs for all office equipment. In case of breakdown of any office equipments, which is to be minimal, should have the agencies which will set the right things.
•Managing housekeeping and equipment maintenance: Maintenance of other office equipments like air conditioner, water cooler, attendance recording equipment etc., Ensure timely pest control treatments to the office residence to avoid the nuisance of rodents, cockroaches, termites etc.,
•Travel arrangements: Arranging the tickets for Partners/Designers from time to time either directly or through persons at Client’s office.
•Administration of computer operations: Do everything possible to become a proficient computer operator. Supervise all computer-related procedures. Plan overall utilization of computer capabilities. Responsible to see that all changes are kept up-to-date. Generate reports when required by Architectural staff or other members of the office. Maintain the PCs in the best condition. Check for the Anti-virus definitions / validity to protect our data/PC.
•Maintenance of office files, Keep all files in an orderly manner and prepare filing system directions for other users. Maintain records of bills, receipts, insurance, membership and visitor records.
•Managing day to day purchases of office & IT requirements, preparing purchase request order and getting approval.
•Inventory control for office supplies. Provides an uninterrupted supply of stationary, printer cartridges, plotter rolls. Orders supplies as needed. Maintaining the inventory of Computers & Accessories and update the stock report.
•Preparation of the monthly/Annually report. Responsible for setting reasonable deadlines for acquiring time sheets, recording muster and MIS Report.
•Printed materials: As necessary, update any printed materials so that information is accurate and current (i.e., Application for Assistance, Facility Use Forms, etc.).
•Monitoring the Network links, trouble shooting the users Issues and log the call to ISP to resolve the problem quickly.
•Raising of Ticket and Coordinate with the Network Engineers to resolved the issues
•Maintaining and organizing IT peripherals and performing Good in vendor management
•Doing timely survey of all the departments and see to it that the Network engineers are resolving the Issues.
•Handling complaint escalation and resolution for the unit.
•Connect with Network Engineers, take feedback and work on feedback, Design & run employee engagement activities and Control attrition.
•Interviewing, conducting periodic performance evaluation and training of Engineers.
•Managing the smooth functioning of Network & quality services; providing first line user support by answering queries & resolving their issues, ensuring maximum user satisfaction.
•Directs initiatives to identify, analyze, improve, and implement solutions to IT problems, processes, and opportunities with a focus on reducing cost and increasing efficiency.
•Help identify Users problem quality expectations and deploy systems to improve performance. Establish and maintain relationships with key stakeholders (internal audit and human resources) for communication purposes".
•Processing bills of Vendors by Follow up with the accounts department.
•Keeping track of attendance and leave of Engineers.
•Preparing Weekly Rosters of the Engineers
Job Profile:
•Implementation of System training programs (under guidance & supervision).
•Managing the training program and the trainers.
•Generating daily reports, weekly, monthly reports, performance management reports.
•Assisting Operation Manager in all training related activity including service levels, staffing issues, technology and facility issues.
•Interact with appropriate internal departments for problem resolution and process improvements.
•Coordination between the faculties, management and the vendor.
• Sharing feedback on performance and counseling trainees for maximum performance; both qualitative and quantitative.
•Supervision and tracking Coordinator’s performance.
•Creating the teaching aids and course material and constantly reevaluating them (these Include notes, hand outs, slides and any other material).
•Provide company policies and procedures understanding & updates to team members and ensure that are in practice.
• Maintain Quality checks and standards ensure quality protocols are followed strictly.
•Assist other faculty whenever required.
•Identifying top and weak performers through audits and outlier management; developing an action plan for them after coordinating with the training department. Reviewing Quality reports and ensuring that there is proper feedback/counseling to the team members
Extracurricular Activities Passed NCC ‘B’ & ‘C’ Certificate with “B” grade