executive secretary and administration coordinator
مستشاروا الخليج. مشروع وزارة الأشغال العامة
مجموع سنوات الخبرة :18 years, 5 أشهر
العمل بوزارة الاشغال وظيفة سكرتاريه تنفيذية
Assistant of Manager Operations in Kuwait Oil Company
Manager operatins assistant in Kuwait Oil Company.
I’m still in the same position but different contractor.
CEO & Chairman office Executive Secretary (Mall Management) - Real estate.
- Provide administrative and clerical support to Top Management.
- Read and analyze incoming memos, submissions, and reports in order to determine their significance and plan their distribution.
- Open, sort, and distribute incoming correspondence, including faxes and email.
- File and retrieve corporate documents, records, and reports.
- Greet visitors and determine whether they should be given access to specific individuals.
- Prepare & Send company circulars (Arabic, English).
- Translate Arabic to English and vice.
- Prepare responses to correspondence containing routine inquiries.
- Perform general office duties such as ordering supplies, maintaining records management systems, and performing basic bookkeeping work.
- Prepare agendas and make arrangements for committee, board, and other meetings.
- Make travel arrangements for executives.
- Prepare invoices, reports, memos, letters, and other documents, using word processing, spreadsheet, database, and/or presentation software.
- Contracts:
- Edit and review the contracts by coordinating with contracts and legal departments.
- Communicate with parties and finalize the issue if any.
- Track authorizations and correspondence.
- Maintain detailed and organized files.
- Maintain an audit file for each contract which will include original contract, all correspondence, changes/deviations, amendments, clarifications, payment schedules.
- Ensure that contractor or the tenant is in compliance with legal requirements, owner specifications and government regulations.
- Coordinate with the contractor or the tenant to provide all required company papers and details.
- Track and coordinate with tenants and contractor to hand over the unit.
KFAS - Kuwait foundation for the advancement of science, Kuwait
Temporary position from August 2014 to September- 2014
Position: Executive Assistant for Communications Manager.
From 19/03/2007 to 03/03/2014
❖ KOC Outsourcing Project - IT Dept. (Secretary)
21 November 2010 to 03/03/2014
➢ Using a variety of software packages, such as Microsoft Word, Outlook, PowerPoint, Excel, etc., to produce correspondence and documents and maintain presentations, records, spreadsheets.
➢ Devising and maintaining office systems.
➢ Booking rooms and conference facilities.
➢ Using content management systems to maintain and update websites and internal databases.
➢ Attending meetings, taking minutes and keeping notes.
➢ Managing and maintaining budgets, as well as invoicing.
➢ Liaising with staff in other departments and with external contacts.
➢ Ordering and maintaining stationery and equipment.
➢ Sorting and distributing incoming post and organizing and sending outgoing post.
➢ Liaising with colleagues and external contacts to book travel and accommodation.
➢ Organizing and storing paperwork, documents and computer-based information.
➢ Photocopying and printing various documents, sometimes on behalf of other colleagues.
➢ Developing Reports using Oracle Discoverer.
➢ Managing the administrative function for Manager and Team Leader.
➢ Coordinating the daily activities for the Manager & Team Leader
KPC Outsourcing Project - IT Dept. (Secretary)
19 March 2007 to 20 November 2010
Receive, direct and relay telephone messages and fax messages.
Direct the general public to the appropriate staff member.
Maintain the general filing system and file all correspondence.
Assist in the planning and preparation of meetings, conferences and conference telephone calls.
Make preparations for Band Council and committee meetings.
Maintain an adequate inventory of office supplies.
Respond to public inquiries.
Provide word-processing and secretarial support.
Type confidential documents on a word-processing system.
Receive, direct and relay telephone messages and fax messages.
Direct the general public to the appropriate staff member.
Maintain the general filing system and file all correspondence.
Assist in the planning and preparation of meetings, conferences and conference telephone calls.
Doing cashier work.
Make preparations for Band Council and committee meetings.
Maintain an adequate inventory of office supplies.
Minutes of meeting.
Respond to public inquiries.
Provide word-processing and secretarial support.
Prepare reports as required.
English Language 7 levels
➢ High School, Ministry of Education Kuwait, July 2003