Executive Secretary
AlOthman Industrial Marketing Company Ltd. - IMCO
Total des années d'expérience :22 years, 1 Mois
Major responsibilities include but are not limited to;
- Managing calendars for the Managing Director and General Manager and ensuring smooth workflow avoiding any conflicts, whether internal or external
- Handling incoming and outgoing mail, using several courier companies as service providers
- Responding to and forwarding incoming calls to relevant Managers/Personnel
- Reviewing yearly leaves of Management and ensuring least overlap to avoid any inconvenience
- Drafting, printing, scanning and obtaining approvals on documents related to business deals, plans, offers and reviews
- Preparing annual vacation, leave and manpower plans based on the GM and MD's instructions
- Performing all admin related functions within the organization and other SBUs of AlOthman Group
- First point of contact for issuing visit visa invitations for visiting guests from business global business partners
- Responsible for arranging airport pick and drops and to arrange for accommodation at the Kempinski AlOthman Hotel or Ottoman Hotel, based on guests' preferences.
- Working closely with the GM to finalize, prepare, approve organization charts for two SBUs that fall under my scope of my official job description
- Preparing agreement drafts based on pre-selected templates and approvals/executions of the same
- Recording minutes of the management meetings and providing regular updates to all stakeholders
- Following up with different departments accross the organization to obtain updates on pending requests, emails pertaining to issues within the SBU itself and across other SBUs.
- Ensuring all office facilities are functional and to maintain neat and clean offices for the GM and MD.
- The above plus anything that comes my way as instructions from the GM or the MD.
Major job responsibilities included
- Scheduling meetings for the Executive Office including but not limited to the Treasurer.
- Keeping track of multiple conference/meeting rooms and ensuring timely availability for meetings and training sessions.
- Receiving and distributing incoming mail for Treasury staff members.
- Processing outgoing mail to destinations within and outside of the Kingdom incoordination with DHL and Aramex.
- All types of over the phone coordination between offices and branches spread across the Kingdom Of Saudi Arabia.
- Working on Access Permissions for visitors, new employees and existing employees, coordinating with the Security Department for the issuance and cancellation of such permissions.
- Working on travel plans for business and personal trips for all Treasury staff. Following up with travel agents for confirmations, cancellations and changes regarding all such reservations.
- Coordinating with Hotels globally to make reservations in accordance with travel dates as specified by team members of the Treasury Group.
- Keeping track of minor dealing room activities and coordinating with the staff to ensure covering and posting of deals in an accurate and timely manner.
- Coordinating with several car rental facilities within and outside of the Kingdom to facilitate employees in their leisure or business trips.
- Monitoring a huge inventory of stationary supplies and formulating procurement requests to be forwarded to the person responsible.
- Cleaning of Conference Rooms, Executive Offices and overseeing trash removal from all Treasury premises.
- Apart from these I am performing many other administrative/support functions to facilitate smooth workflow and convenience of Treasury staff members.
Entering and editing information into the Saudi Customs Database i.e. Saudi EDI, for both Airport and Seaport in Jeddah.
Keeping track of incoming mail from Clients, comprising of documents such as Bill of Ladings, Invoices, Packing lists, Letter of Origins etc, related to each shipment.
Keeping track of Cleared cases and coordinating with the Driver's of the company ensuring timely delivery and documentation upon delivery.
Maintaining Excel logs of all the cases files and cleared in any given month.
Receiving, updating, logging, scanning and recording incoming Authorizations and Commercial Registries from previous clients and new clients.
These are the major but not the only responsibilities that I am taking care of.
I worked at the Crowne Plaza Hotel in Riyadh at the above mentioned position. During my very short tenure I was able to prove myself as one of the best resources and a very valuable part of the team, by colleagues and guests as well. I left that job to come to Jeddah as I wanted to settle down in Jeddah.
Jun 2011 - May 2012
Working for Live Admins LLC. - An organization based in Chicago Illinois as Assistant Manager Quality Assurance & Training. The company provides live chat services to over 400 websites, mostly from the United States and is expanding into Europe, Asia and the Middle East. My job responsibility is to ensure that all the greeters from the two centers i.e. Pakistan and Philippines are following the required protocols as defined by the company's clients. I am also responsible for finalizing bonuses based on Avg Response Times, Good Chats etc. on a daily basis. I provide feedback to operators and suggestions about the areas that they need to work on to be able to provide class "A" service. I also look over procedural updates that are sent by clients on a daily basis and make sure they are implemented accurately and in a timely manner.
May 08 - May 2011
Working as an agent at Innovative Pvt Ltd. As a CSR and also got a chance to monitor agent calls for Quality feedback.
Feb 2010 - Aug 2010
Worked as a CSR for Mindbridge for Total Call Mobile, a Prepaid and Postpaid wireless cell phone provider in the US. Duties included, New activations, follow ups regarding different customer complaints, porting out and porting in of numbers to and from Total Call Mobile's network, respectively.
2004-2008 The Resource Group (TRG) Lahore
Worked for TRG, providing customer services for different companies acquired by it in the US. Major campaigns include customer services for Alert communications CA US, SBC Yellow Pages, AT&T, Sylmark, Audi, BMW, & Central Voice (Emergency Answering Service), as a CSR/Backup Supervisor.
2001-2002 Raabta Online ISP Lahore
Customer Services Representative / Asst. Network Engineer. Also managed the NMS for the Pay Phone network and prepaid calling cards.
2000 Govt. college of science Lahore Intermediate Engineering F.Sc
1998 Ibne-Sina College Defense Lahore Matriculation
