Executive Secretary
Petrofac Qatar WLL
Total years of experience :11 years, 7 Months
• Completes a broad variety of administrative tasks for GM & CEO including: managing an extremely active calendar of appointments; completing expense reports; composing and preparing correspondence that is sometimes confidential; arranging complex and detailed travel plans, itineraries, and agendas; and compiling documents for travel-related meetings.
• Plans, coordinates and ensures the CEO's schedule is followed and respected. Provides "gatekeeper" and "gateway" role, creating win-win situations for direct access to the GM and CEO's time and office.
• Communicates directly, and on behalf of the CEO, with Board members, Staffs and others, on matters related to CEO's programmatic initiatives.
• Provides a bridge for smooth communication between the CEO’s office and internal departments; demonstrating leadership to maintain credibility, trust and support with senior management staff.
• Works closely and effectively with the CEO to keep him well informed of upcoming commitments and responsibilities, following up appropriately.
• Successfully completes critical aspects of deliverables with a hands-on approach, including drafting acknowledgement letters, personal correspondence, and other tasks that facilitate the CEO's ability to effectively lead the company.
• Prioritizes conflicting needs; handles matters expeditiously, proactively, and follows-through on projects to successful completion, often with deadline pressures.
• Apply, Renew & Maintain Vendor Registration with all Major Clients (Oil & Gas and Infrastructure).
• Support the preparation and compiling of all necessary documentation, including preparing and submitting the gate passes through EIC portal and offshore.
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• Responsible for secretarial and administrative duties for the Division Head.
• Maintain Executive’s agenda and assist in planning appointments, board meetings, corporate meetings with local & international clients, conferences etc.
• Receive and screen phone calls and redirect then when appropriate.
• Prepare confidential and sensitive documents ensuring they remain secure.
• Handle and prioritize all outgoing or incoming correspondence (email, letters, packages etc.)
• Make Travel arrangements for Division head and executives.
• Disburse petty cash and client payment by recording entry and verifying documents and provide assistance in book keeping
• Monitor office supplies and negotiate terms with suppliers to ensure the most cost- effective orders.
• Preparation of Word & Excel new formats as per the company requirements, maintain electronic and paper records ensuring information is organized and easily accessible, issuance of office orders, memo’s, circular & transmittal at site and office.
• Handling Division HR activities by assisting with the recruitment process, assist with performance management procedure, maintain both hard and soft copies of employee records, leave application processing with their settlements. Preparation of payroll for Short term & Long-term employees
• Responsible for processing material requisition by using Oracle fusion software and coordinating with Procurement Department for Purchase Order issuance.
1. Responsible in providing full support for administration and execution of HR & Admin function activities; such as Recruitment & Selection, Staff welfare, Performance Evaluation, compensation & Benefits, Payroll, Employees Relations, Company events and other administrative activities support.
2. Submitting accurate monthly report on Headcount and other admin functions.
3. Managing the provision of admin function including maintenance contracts, Time Sheets, Worker Insurance, business travels, Visa, labor card, and drafting letter like Salary Certificates, Increment Letters, NOC letter, Embassy Letters and Request letters for Banks.
4. Co-ordinate with PRO for the process and renewal of visas/residence permit/work permits, Health Cards. Process.
5. Responsible for monthly payroll processing and ensure timely payout accuracy in accordance with the compliance of statuary requirements.
6. Documentation-Staff handbook, contracts, issuing employment offers, Joining & rejoining formalities, Exit management etc.
7. Responsible for the administration of leave salary, flight tickets, final settlements of employees on leaving.
8. Manage and guide Camp Bosses to ensure the discipline, safety compliance and other requirements of employee accommodations.
9. Monitoring the Residency permits process for all staff to ensure all the employees hold valid work permits and visas at all time, taking care of Logistics for Laborers.
10. To undertake ad- hoc duties and other functions as assigned by Superior / Management from time to time.
1.Maintain executive’s agenda and assist in planning appointments, conferences etc.
2.Attend meeting and keep minutes.
3.Receive and screen phone calls and redirect them with appropriate.
4.Handle and prioritize all outgoing or incoming correspondence (mail, letters, packages etc.)
5.Make travel arrangement for executives.
6.Handle confidential documents ensuring they remain secure.
7.Prepare invoices for the vendors and provide assistance in bookkeeping.
8.Monitor office supplies and negotiate terms with suppliers to ensure the most cost effective orders.
9.Maintain electronic and paper records ensuring information is organized and easily accessible.
10.Conduct research and prepare presentations or reports as assigned.
1. Petty Cash Handling.
2. Office Administration work.
3. Client handling international and domestic.
4. Accounts handling using tally software.
5. Maintaining Stock Details.
6. Issuing Purchase Order.
7. Issuing Invoices to clients
8. Documents Controlling.
9. Dispatching couriers and letter to clients.
10. Organizing Travel arrangements.
11.Organizing business meetings and appointments
Bachelor Of Arts