Administrative Assistant/Secretary
Saudi Arabian Mining Company
Total years of experience :18 years, 2 Months
1.Performs a variety of administrative or executive support tasks that are highly confidential and sensitive.
2.Researches, compiles, assimilate and prepare confidential and sensitive documents, and briefs the Executive regarding the content.
3.Assist the Petty Cash Custodian in filing expense reports and in applying Petty Cash Replenishment for the department.
8.Assist the Executive and other employees in filing and processing travel and medical expense claims.
9.Submit and process invoices incurred by the department for payment.
10.Prepare Purchase Requisition on office supplies and equipment through the Oracle system.
11.Receives ordered items and issues Receipt Number through the Oracle system.
12.Reads and screens incoming correspondence and reports; makes preliminary assessment of the importance of materials and organizes documents; handles some matters personally and forwards appropriate materials to the Executive and staff.
13.Receives and screens incoming calls and visitors, determines which are priority matters and alerts the Executive accordingly. Makes referrals to appropriate staff or provides requested information.
14.Composes letters and memoranda in response to inquiries.
15.Acts as liaison between the Executive, subordinates or others, by transmitting directives, instructions and assignments and following up on the status of assignments.
16.Updates the Executive on status of issues before scheduled meetings.
17.Prepares agenda and collects materials for meetings, speeches and conferences; takes minutes of the meetings and keeps record of proceedings.
18.Takes and transcribe dictation on technical and confidential matters from the Executive.
19.Coordinates and facilitates the Executive’s calendar to arrange appointments, meetings and conferences.
20.Coordinates office management activities for the Executive.
21.Assists with the establishments, revisions and maintenance of office procedures and policies.
22.Participates in and or coordinates committees or task forces.
23.Establishes and maintains various filing and records management systems.
24.Operates standard office equipment.
25.Assists in obtaining flight and hotel reservations of the Executive and other staff for their business travel and vacation if requested.
26.Receives and direct various visa applications to various embassies abroad to concerned personnel
27.Receives business and visit visas and direct to concerned personnel.
28.Performs related work as assigned.
1. Makes travel arrangements for the department Directors & Managers.
2. Open, sort, and distribute incoming correspondence, including faxes and email, assists in the planning and preparation of meetings, conferences, and conference telephone calls.
3. Maintain Calendars of the department Directors and Managers.
4. Performs other related duties as required.