Executive Secretary To Country Managing Director
Egis
Total years of experience :22 years, 2 Months
• E-mails. Screen all calls made to the Divisional Director
• Approving Comparison Statement, Advance Payment, PO’s in SAP on Behalf of Divisional Director
• Arrange meetings and keep diaries constantly up-to-date
• Typing Memos and Correspondent Letter
• Arrange all aspects of travel including flights, hotel bookings.
• Provide support and assistance to the Site Project when required (Signature Approvals, Petty Cash)
• Maintaining the Materials Requirement Tracking Status coordination with Site Procurement.
• Coordinating with Finance Team regarding Expense Claim, Advance Payment, Petty Cash and Reimbursement)
• Respond to public inquiries
• Manage and update all the files of the Regional Director
• E-mails. Screen all calls made to the Regional Director
• Manage Day to day Calendars
• Atkins Sharjah office local support regard to tenders such as (Financial & Tech. proposals, RFP's)
• Prepare Supporting Documents for Bank Guarantees, Bid Bonds and Performance Bonds.
• Assists and responsible in preparing and updating of documents for Project submissions.
• Arrange all aspects of travel for staff members including flights, hotels, and Apartment bookings.
• Assist the Junior Document controller for R1 & R2 encoding.
• Custodian of Original Project Contracts & office Agreement
• Manage and maintain the CEO's schedule
• Screen all calls made to the CEO
• Arrange meetings and keep diaries constantly up-to-date for CEO
• Maintained strict confidentiality with sensitive information, financial documents, records and personal matters.
• Worked with CEO on special projects, manuals, policies, procedures, and correspondence.
• Provide support to the Board of Directors
• Arrange all aspects of travel for field trips for board of directors including flights, hotel bookings.
• Attend internal/external meetings / Take minutes of meeting where requested
• Travel assistant to CEO for all major engagements
• Type confidential documents on a word processing system including Memos and Correspondent Letter E-mails
• Obtaining camera / video permits for site engineers and coordinate with Access Control Personnel for the renewal of permits.
• Scheduling / arranging transportation to all project personnel to and from their accommodations, as well as for the site engineers for their site inspections and permit signing.
• To attend weekly various meetings to take minutes, during the absence of Lead admin.
• Ensuring administration and completion of procedures including new employee mobilization, and separation for terminated employees
• Manage and update the Administrative files
• Support the HR and office administration issues by contacting and liaising with external authorities or government departments as requested.
• Maintain minute’s books and any statutory books, including registers of members, trustees and secretaries, as required.
• Schedules appointments, maintains calendar, allocates supervisor’s time
• Maintains files and financial records
• Prepares and expedites purchase orders and direct payments, etc.
• Maintains attendance reports, leave records, trip records and logs
• Maintains and processes forms Assists with the preparation, calculation, and execution of the budget
• Schedule meetings and reserve rooms for meetings
• Orders, distributes, and keeps an inventory of supplies
• Performs other duties assigned.
and prepare agendas for and taking minutes of Governing Board meetings and annual general meetings (AGMs).
•Deal with all matters surrounding the organisation of the elections to the Governing Board, other constitutional matters as appropriate and key corporate events.
•Deal with correspondence, collating information and writing reports, ensuring decisions made are communicated to the relevant Institute stakeholders.
•Contribute to meeting discussions as and when required, and advice the Governing Board and Executive Team of the legal and governance implications of proposed policies.
•Monitor changes in relevant legislation and the regulatory environment and take appropriate action.
Computer Programming (Certified)