Administrative Officer| Executive Secretary| Project Administration| Onboarding| Account Payable|
HSBC Riyadh Saudi Arabia
مجموع سنوات الخبرة :12 years, 9 أشهر
• Provide executive director with highly level of administrative support and assistance.
• Process invoice payment against outsource staff such monthly salaries, expense claimed,
pre-employment medical reports, overtime, renewals, expense claimed and other related
payment engagement.
• Provide office support in completing required documents and checklist before onboarding
of staff and training programs.
• Manage and update Human Resources Program / database by putting updated
information of new hires employee and maintain personnel records.
• Maintained and ensure HR receiving and outgoing file tracking system for all
compliance and resources.
• Assist Department team to process employee’s request and provide relevant information,
securities, documentation, presentation and reports.
Serve as a primary contact of a person seeking appointments with the assigned supervisor arranging
such appointment to avoid unnecessary interruption with supervisor, schedule and referring visitors
or telephone callers to subordinate personnel as necessary.
• Screen incoming mails and reroutes to other units for action where appropriate.
• Provides routine information from records to other organizational units as requested.
• Proofreads documents generated within the department before distribution.
• Manages the appointment book of assigned director and coordinator to include booking
appointments, arranging meetings and venues and arranging catering request.
• Prepares papers and documents needed for a meeting, types and distributes agendas and
supporting documentation required for a meeting.
• Maintain confidentiality of information and correspondence.
• Types of documents reports and correspondence. Utilize computers for variety of activities
and applications such as ERP (ORACLE DATABASE).
Manage senior partner travel arrangement and meeting, reserve and arrange conference for
consultant and client via intra system HDVC and Condeco (reservation system) internationally.
Responsible for taking details messages and instructions from clients and update the same to
concerned person. Handle tasks, making appointments and maintaining executive
schedule calendars and email correspondences.
• Office management
• Manage inbound and outbound calls
• Receiving, identifying, and sorting mails for consultants and client
• Draft PowerPoint presentations and documents for executives
• Support Department Administrative Function
Report Directly to CEO and Executive Director and assist project manager and staff under
Communication and Information Services Department. Provide clerical support in all project
operations and managed project availability and project allocation per team.
• Manage and maintain executive’s schedules and travel arrangement.
• Processes records and forms, requisitions office supplies, and performs other administrative
support procedures for effective office management.
• Monitor office supplies and negotiate terms with suppliers to ensure the most
cost-effective orders.
• Engaged in dealing managing staff, recruitment and project allocation.
Report directly to executive director, and provide administrative support to the
department like bank documentation and credit file, Corresponds and follow up
insurance like shortages and damage claims of product items.
• Manage exeutive calendar meeting and travel arrangement.
• Arrange product shiftments, insurance coverage, insurance claims & customs clearance.
• Inventory control, receiving invoice and tracking sales record and payments.