executive secretary to ceo
SAUDI GERMAN HOSPITAL
Total des années d'expérience :10 years, 8 Mois
Collects incoming mails, sorts and arranges it on the table of Chief Executive Officer
•Responsible of arranging schedule of meetings, appointments (internal and external) and follow up of the same with the department concerned and the Chief Executive Officer
•Follow up action points to the responsible or designated persons
•Transcribes Minutes of Meeting conducted by CEO such as all Committees and ad hoc meetings under the Hospital Administration Department or as requested by Chief Executive Officer.
•Composes business correspondences such as e-mails and memos as directed by CEO.
•Assists patients with their needs and inquiries by coursing them to related offices, as required
•Answers telephone calls and screens them before transferring to the CEO or other related service department.
•Request office supplies and other materials necessary for daily operations.
•Prepares Duty Roster Schedule for all staff under CEO and magcard validation for all who are under HAD
•Keeps and maintains filing of documents in the office.
•Sorts and distribute of all outgoing communications making sure it reaches the concerned staff on time.
•Oversees the office of CEO in harmonious, orderly and tidy arrangement.
•Renders other duties assigned by the Chief Executive Officer from time to time.
• Ensure optimal use of office equipment, supplies, and inventories through preventive maintenance
• Inspect office and building structures
• Supervise the work of housekeeping, drivers and reception
• Order and oversee office supplies and food deliveries for group meetings
• Organized and maintained both digital and physical files, ensuring data confidentiality
• Making domestic and international arrangements, such as booking flights, cars and making hotel and restaurant reservations
• Supported HR team projects and assisted with event planning
• Process budget preparation allocation and utilization for 2024
• Process payments for suppliers using SAP software
Composes Memorandum as directed.
•Drafting company policies as directed.
•Computing salary of staff
•Printing barcodes of merchandise items and rechecking price tagging.
•Monitoring and counter checking of store receive items to the purchase order.
•Coordinating all receive orders from the main offices
•Serves as customer's service / Front officer
Key Deliverables:
•Preparing tea tray of the managers and all her schedule before she arrives in the office
•Receiving all telephone calls and daily checking all incoming emails
•Prepare drafts of memorandum as directed
•Join with the Manager in every business meet ups or when instructed.
•Calendar, Arranging and checking the schedule of the Manager ahead of the specific date.
•Keeping all 201 files of employee and arranging hiring new potential applicant when needed.
•Responsible to communicate the supplier and business store borrower for the payment release and collecting payments.
•In charge in bank transaction such as updating the passbooks, check encashment, cash deposits and withdrawals
•Responsible in coordinating the status of account balance to the bank Manager.
•Responsible in preparing checks and cash vouchers for the supplier payment
•Responsible for the posting of transaction in Payables Account Book
•Monitoring and keeping all payables accounts
In charge for the Bank Account of the company
•Daily Cash Position Report and Updating the passbooks.
•Handle Advances, Disbursement and Petty Cash Fund
•Responsible in preparing checks and cash vouchers for the supplier payment
•Responsible in preparing and computing the salary of employees under main office and handling branches.
•In charge in bank transaction such as check encashment, cash deposits and withdrawals
•Responsible in computing the employee's benefits such as mandatory government deduction, maternity benefit and final settlements.
•Daily updating Petty Cash Fund Report every end of duty.
•Releasing of checks to the suppliers and keeps the file monitoring.
Key Deliverables as
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