Executive Secretary/PA to the CEO
Red Sea Marine Management DMCC
Total years of experience :37 years, 10 Months
Manage the CEO’s calendar utilizing Outlook, requiring interaction with both internal superintendents and external contacts to coordinate various meetings.
Arrange travel (business and personal) tickets and hotel bookings and prepare travel itineraries as needed for both the CEO and office staff.
Handle incoming emails that require the attention of the CEO with regard to meeting requests.
Assist the CEO in research and preparation of materials for meetings.
Update the business card details of the company in the common folder.
Take care of HR-related functions of the company (leave monitoring, family tickets, events, health coverage, monitoring assignments of driver and expense claims).
Prepare expense reports for CEO.
Handle all information with discretion and confidentiality.
Manage calendar utilizing Outlook, requiring interaction with both internal and external executives and assistants, to coordinate various executive meetings.
Arrange travel (business and personal) tickets and hotel bookings and prepare travel itineraries as needed.
Communicate and handle incoming emails that require the attention of the CEO.
Assist the CEO in research and preparation of materials for meetings, as needed.
Take dictation notes, draft letters and manage routine correspondence.
Prioritize and manage tasks simultaneously and follow through on issues in a timely manner.
Review documents for signature and ensure necessary attachments are complete and in order.
Answer and filter phone calls and redirect all important calls to appropriate party promptly and efficiently.
Handle all information with discretion and confidentiality.
Prepare travel expense and cash claim reports.
Update the CRM system by creating profiles of new prospects and adding information and notes to existing prospects/clients.
Maintain effective and systematic filing and record management system.
Update the contact details/database of 3 heads of departments.
Maintain Projects Director’s calendar.
Coordinate workflow between consultants, contractors and team members.
Take initiative on requests and delegate tasks to ensure progress to deadlines.
Prepare, review and edit correspondence, reports and materials for presentations.
Ensure required documents for meetings are prepared for the Projects Director’s use.
Devise and maintain office systems to deal efficiently with paper flow. Organize and store documents and computer-based information.
Set-up and coordinate weekly meetings. Create, transcribe and distribute meeting agenda and minutes.
Serve as central contact point in the office for staff and visitors.
Perform a variety of support tasks to the project team that may be highly confidential and sensitive in nature.
Serve as the central typing pool for all letters, faxes, transmittals, proposal documents, reports, minutes of meetings, memos, deliverables, project management plans, tender documents (bill of quantities, specifications, etc.), contract agreement, taking over certificates, defects liability certificates, site instructions, notification of variations, progress reports, etc.
Document control from Design Stage to Construction Phase and document coordination between consultants, contractors and client.
Carry out routine duties and responsibilities with minimum supervision. Make decisions and establish work priorities on essentially procedure-oriented operations.
Serve as the central typing pool for all letters, faxes, transmittals, proposal documents, reports, minutes of meetings, memos, deliverables, project management plans, tender documents.
Document control and coordination between consultants, contractors and client.
Log emails, incoming and outgoing documents, assign a transmittal/reference number, keep track and update the document log. Review these documents, route matters requiring action by the appropriate team member and follow up to ensure actions are completed.
Serve as custodian having access to all project documents, project portals and maintain electronic files.
Maintain and/or create various record-keeping systems - establish a filing system, in addition to keeping all needed documents to ensure fast and reliable accessibility to data. Perform administrative works: schedule of interviews, assistance in the mobilization of staff and visa processing, monitor health and labor cards, vehicle insurance, tenancy contract, passport, etc, monitor staff leave schedules, prepare monthly report (record of transmittals and meetings held).
Maintain the calendar for conference room bookings and coordinate meetings with clients, contractors, subcontractors, government authorities, service providers, etc.
Arrange hotel reservations and flight bookings for managers, company guests and visitors. Carry out routine duties and responsibilities with minimum supervision.
Edit written material for accuracy, format, and presentation.
Perform general clerical duties to include but not limited to photocopying, faxing, mailing, and filing; ensure that all office machines are functioning properly.
Respond to requests for information from clients and provide information or direct caller/visitor to appropriate team member.
Reroute calls efficiently and relay messages promptly.
Handle procurement and issuance of office supplies and stationeries.
Diary management for the President/CEO.
Screen telephone calls; place, receive calls and take messages.
Coordinate with direct reports and liaise with personnel from different departments in behalf of superior.
Schedule meetings and arrange conferences; take minutes of meetings; handle agenda preparation and notification of various meetings.
Prepare the budget for the Office of the President.
Make travel arrangements; handle incoming and outgoing mails, make photocopies and send fax messages; organize and maintain all files; receive visitors; keep inventory of office supplies; oversee maintenance of work place; handle petty cash fund; ensure confidentiality at all times.
Oversee personal responsibilities for the President e.g. payments to properties (tax, dues, insurance, payments of tenants etc.), bank investments, bank accounts, vehicle documents, life insurance policies, mobile phone and landline bills and payments, inventory of assets in the condominiums etc.
Coordinate with direct reports and other departments in behalf of superior and ensure confidentiality at all times; make travel arrangements and manages diary of the President.
Screen telephone calls; place, receive and take messages; receive visitors; handle incoming and outgoing mails, make photocopies and send fax messages; organize and maintain files; keep inventory of office supplies; oversee maintenance of work place; handle the petty cash fund.
Executive secretarial work i.e., office administration, set up of meetings, composition of letters, deal with telephone inquiries, make travel arrangements and filing.
Plan, direct and control the operational work of the receptionist/telephone operator and the maintenance staff; maintain all employee records and files; monitor the attendance/absences and tardiness of the staff; handle confidential information with utmost discretion.
Handle the maintenance of all office furniture and equipment; maintain and ensure the availability of office supplies by determining stock levels and coordinating with suppliers; handle the printing requirements of the company.
Handle the petty cash fund.
Maintain and uplift the marketing status of the company by regular calls to existing and prospective clients; answer inquiries in so far as service, rates and transit times are concerned.
Passed: Local Nurse Licensure Examination (1994)
