Executive Secretary & PA for GCEO & VP Operation
TERMINALS HOLDING Group , ABU DHABI
مجموع سنوات الخبرة :15 years, 2 أشهر
Providing administrative assistance, such as writing and editing e-mails, drafting memos, and preparing communicationson the executive’s behalf
· Maintaining comprehensive and accurate records
· Performing minor accounting duties
· Organizing meetings, including scheduling, sending reminders, and organizing catering when necessary
· Answering phone calls in a polite and professional manner
· Welcoming visitors and identifying the purpose of their visit before directing them to the appropriate department
· Managing the executive’s calendar, including making appointments and prioritizing the most sensitive matters
· Arrange all the necessary MOU, NDA, Cooperative Agreements for CEO reviews related to Airports operations.
· Coordinate with all business units related the Governance & EXCOM Meeting.
· Assisting HR along with L&D PL for airports staff training programs.
· Take a notes during daily, weekly and monthly operational meetings with Airport stations directors .
· Arranging multi tasks for GCEO Confidentiality.
Provided first-class PA support to upper management, handling complex diarizing and business planning.
Used expertise in Microsoft Office packages to build databases, draft documents and create presentations.
Provided high-level administrative support to executive teams, aiding smooth department running.
Handled national and international travel arrangements, ensuring accuracy of relevant information, and booking details.
Demonstrated outstanding organization and time-management skills to priorities and deliver essential work to deadlines.
Diaries and supported delivery of meetings, preparing agendas, relevant paperwork and booking required equipment.
Handled incoming calls and emails with warmth and professionalism, redirecting enquiries to relevant staff.
Took detailed minutes in meetings, circulating information and relevant actions and chasing up accordingly.
Collaborated with other administrative team members, human resources and finance department on projects and events.
Scheduled and planned meetings and conferences to streamline business operations.
Updated administrative policy changes, monitoring, and reporting on related effects.
Contribute to registration of the company in the government and private sector.
Conducting research & Contribute to the preparation and submission of the company prequalification documents to the client.
Maintaining company profile in our client’s directory and adding new services regularly.
Preparing the technical submissions for all the Tenders include the prequalification questionnaires and the supported documents by coordinating with PL.
Monitor and control the company social media (LinkedIn, Facebook...etc.).
Maintain executive's agenda and assist in planning appointments, board meetings, conferences etc.
Attend meetings and keep minutes
Receive and screen phone calls and redirect them when appropriate
Handle and prioritize all outgoing or incoming correspondence (e-mail, letters, packages etc.)
Make travel arrangements for executives
Handle confidential documents ensuring they remain secure
Prepare invoices or financial statements and provide assistance in bookkeeping
Monitor office supplies and negotiate terms with suppliers to ensure the most cost-effective orders
Maintain electronic and paper records ensuring information is organized and easily accessible
Conduct research and prepare presentations or reports as assigned.
Prepare invoices for drilling Tools using JDE System and achieve of 60 to 70% Payments goals from the governments clients ( ADNOC Group )
Arrange the monthly collection database sheet and sending for Top management annual meeting.
Supporting the HR Team by collecting the necessary documents, data for our department staff & engineers and help them to prepare Expense, schooling, housing & medical insurance forms .
Managed purchases, receipts and the documentation of finished goods, materials, packaging, and ingredients.
Worked with shipment companies to manage distribution.
Generated 50% reductions in material expenses by improving tracking, supplier and vendor contracts.
Located and vetted vendors established good relationships and negotiated contracts.
Conducted market research to determine appropriate pricing.
Determined recurring business needs and maintained necessary inventory levels.
Negotiated and managed vendor contracts.
Implemented robust inspection policies to check the quality of all incoming products.
Expedited distribution of materials to locations.
Built competitive bidding environment with broad range of suppliers.
Researched new vendors and partners to obtain most cost-effective pricing for goods, saving company huge amount in one year.
Arranged events and excursions for Manager, arranging as requested and in a timely manner.
Took notes and minutes during meetings and appointments for Manager's reference and review after meetings.
Performed all duties and tasks as requested by Manager in a professional and a pleasant manner.
Monitored office inventory and supplies, promptly ordering low stock items.
Organized bookings, events, hotels, travels and other matters and requests by Manager.
Organized personal and professional calendars, including reminders and updates for upcoming meetings and events.
Directed and actioned incoming and outgoing correspondence, including postal mail, email and faxes.
Arranged events and excursions for Manager, arranging as requested and in a timely manner.
Managed and controlled Manager's finances, such as expenses, income and budgets on QuickBooks.
Organized bookings, events, hotels, travels and other matters and requests by Manager.
Performed all duties and tasks as requested by Manager in a professional and a pleasant manner.
Took notes and minutes during meetings and appointments for Manager's reference and review after meetings.
Maintained excellent Manager satisfaction by promptly tending requests and questions.
Liaised with managers, clients, suppliers, media, and other people on behalf of Manager.
Monitored office inventory and supplies, promptly ordering low stock items.
Acted as Manager's point of contact by answering phone calls and corresponding to emails.
Supported organizational activities effectively by managing executive travel itineraries and organizing events.
Trained junior team members on administrative processes, company requirements and performance strategies.
Arrange all Exhibitions, Meetings and Oil & Gas events (ADIPEC, SPF ) .
Hamoodah Oil & Gas, Abu Dhabi, UAE
Delivered polite, professional customer service to enhance business reputation through positive first impressions.
Maintained clean and orderly reception area to impress and welcome visitors.
Welcomed guests and clients in friendly, positive manner.
Answered and directed incoming calls to relevant staff members using multi-line telephone system.
Organized and updated weekly schedules and monthly calendar obligations for various levels of management and junior staff.
Collaborated effectively with customers and staff to maintain smooth-running company operations.
Processed and distributed incoming correspondence to relevant staff, facilitating team communication.
Filed and maintained invoices, customer records and other paperwork to facilitate ease of retrieval.
Captured and processed client information, entering data into online systems for wider company use.
Directed clerical tasks including copying, faxing and file management.
Helped source vendors for office supplies or service needs.
Received and dispersed incoming mail and correspondence, shipping outgoing items daily.
Organized and updated master calendar of appointments, meetings, and events.
Coordinated travel arrangements and itineraries for staff trips, conferences, and meetings.
Carried out basic day-to-day administrative tasks to support staff needs.
Kept reception well-stocked with reading materials, informational pamphlets, and important forms.
Maintained current spreadsheets tracking office work, visitors and key metrics.
Used Microsoft Office to track information, update records and write correspondence.
Trained administration teams and junior staff in company procedures, best practices, and various computer software.
Kept company databases and records up to date.
Managed the supply ordering of company event items, such as refreshments, snacks, marketing material and equipment.
Managed printer maintenance schedule and toner replenishment.
Uploaded files and entered data into records management system.
Answered and managed incoming and outgoing calls while recording accurate messages.
Helped less experienced staff manage daily assignments.
Updated client correspondence files and noted additions in file index.
Uploaded files and entered data into records management system.
Performed administrative tasks, document management and report development for inter-departmental use.
Organized and stored hardcopy files.
Maintained organized calendar covering team meetings, trips and appointments.
Raised purchase orders against project demand, guaranteeing orders were placed in-line with supplier quotes.
Accurately evaluated quotations, maintaining that quoted costs were in accordance with budget.
Regularly negotiated with key suppliers, achieving optimum price and delivery options.
Optimized delivery schedules and logistical operations for time-effectiveness.
Forged and maintained positive working relations with suppliers.
Followed buyer directives for purchases and promptly resolved issues with deliveries, price, or item quality.
Directed prompt transportation of materials to outlets.
Ensure the fashion clothes display in All branches on monthly basis.
prepare the sales items along with profit in appropriate percentage matching with Cooperative vision .
Prepare report, fax, email, Internal & External memos and handling all administration documents.
Make purchase Order and CPO in beach tree account system and Schedule appointments for the regional manager of the Dept.
Managed the communications of clients by answering phones and corresponding to emails.
Managed the supply ordering of company event items, such as refreshments, snacks, marketing material and equipment.
Typing manual document for project and file software and hardware copy of the files, Care about shipping by DHL. FedEx and first Flight.
Organized travel arrangements for office staff, managing matters such as hotels, vehicle hire and individual expense budgets.
Helped less experienced staff manage daily assignments.
Organized and stored hardcopy files.
Uploaded files and entered data into records management system.
high school certificate , literary section with 91% degree