Executive Assistant
Bilfinger (Babcock Borsig Service Arabia Ltd
مجموع سنوات الخبرة :17 years, 7 أشهر
is a leading industrial
services supplier to the Saudi process, petrochemical, power and desalination
industries. With a track record dating back to 1980 with the construction of the Al
Khobar AK2 desalination plant, consistently delivered high quality products and
services to the country's process industries.
Responsibilities:
Directly reporting to Executive Management (CEO-Managing Director, CFO-
Managing Director and COO- Chief Operating Officer.
* 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/division/ management documents, records,
and reports.
* Greet visitors and determine whether they should be given access to
specific individuals.
* Perform general office duties such as maintaining records and
handling/following-up such as claims and reimbursement.
* Prepare agendas and make arrangements for committee, board, and
other meetings.
* Make travel arrangements for executives.
* Compile, transcribe, and distribute minutes of meetings.
* Attend meetings in order to record minutes.
* Coordinate and direct office services, such as records and budget
preparation, personnel, and housekeeping, in order to aid executives.
* Manage and maintain executives' schedules.
* Formatting of reports, memos, letters, and other documents, using word
processing, spreadsheet, database, and/or presentation software
* Make follow-ups to different departments, company, person any pending
documents as requested by the MD/FD/COO including the status
thereof.
Coordinate with Administration, arrangements & follow up as per
instruction of the MD/FD/COO.
* Manage all inward and outward correspondence of the MD/FD/COO’s
Office in order to ensure timely and accurate receipt and dispatch of the
same.
* Set-up and maintain MD/FD/COO, Office correspondence files and
ensure safe custody and confidentiality.
* Collect reports from various departments; submit consolidated reports
to the MD/FD/COO.
* Prioritize & follow through on issues and concerns, including those of a
sensitive or confidential nature.
* Provide secretarial support to the MD/FD/COO by reports & documents,
handling or screening of incoming calls and random visitors, setting
meeting with various department, etc.
* HSE Awareness
* Use the correct tools and equipment for job.
* Wear the personal protective equipment/ clothing required and
provided for the job.
* Do nothing to endanger themselves or fellow workers.
* Ensue that tools and equipment are keep in good condition.
* Refrain from horseplay and abuse of safety devices, equipment
and welfare facilities.
* Report any accident, near miss or hazardous condition to his
immediate supervisors.
* Be familiar with the requirement of the safety plan, safety rules.
* Take note of any special safety precautions in restricted areas.
* Obey all posted warning signs.
Providing office support services in order to ensure efficiency and effectiveness
within the organization.
* Controlling and receiving all financial documents (cheques, bank
transactions - bank loan credit, loan guarantee, bid bond and all
company financial issues).
* 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.
* Preparing committee meetings and minutes of meeting.
* 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
Perform other related duties as required.
* Booking flights, reserving hotel rooms and securing rental vehicles if
necessary and preparing an itinerary detailing an executive's agenda for
the duration of a business trip or conference for business travel.
Supply and Equipment Maintenance:
* Tracking the supplies used in the office and reorders them from vendors on
a regular basis. And also for operating and basic maintenance of a variety
of office equipment, including fax machines, copiers and scanners and
others like troubleshooting problems that might occur with the equipment
and to make calls to vendors if repairs or replacement equipment are
needed.
And other Secretarial Job:
* Handling Online services (invoices services for Aramco contracts) thru
Aramco portal, correspondence thru letter/phone, preparing monthly staff
timesheet, material requisition, ID staff (SABIC, Aramco IDs) processing,
invoice services, document controller, coordinator, and all computer related
task and safety procedures within and outside office.
the above-mentioned division.
Handling the entire Computer related activities such as Computer Software
updating, troubleshooting, email accounts processing, Internet accounts
processing for employees etc. Keeping track of all the I.T related issues for the
Contracts of Work Control Units in the division. Assigned as a material planner is a
big responsibility to control and handle all the duties for preparing store stock and
store inventory report of all kinds of materials in the ARSD yard (Abqaiq
Residential Services Division) using manual and SAP system.
courses: TESDA-LGU, San Mateo Isabela (Vocational) Certificate of Cosmetology
Villa