Executive Secretary
Landmark Group
Total years of experience :12 years, 3 Months
• Providing comprehensive support services to the CIA that ensures a professional, responsive and effective experience with the organization as a whole.
• Assist in daily interaction with teams and other internal stakeholders.
• Providing sophisticated calendar management. Prioritizing inquiries and requests while troubleshooting conflicts with little guidance.
• Planning business trips and making all its necessary arrangements such as visa application, flight booking, hotel reservation, airport pick up/drop, travel allowance and itinerary/agenda of the trip.
• Administrating correspondence, managing incoming calls, and prioritizing phone messages, emails and mail. Handling all calls and visitors with grace, sophistication and professionalism.
• Managing contacts using Outlook to conduct up-to-date database entry, tracking VIP relations and correspondence; facilitating relationships by familiarizing myself with various life events (such as birthdays, and other major milestones)
• Handling escalations/employee complaints and trying to resolve it before forwarding to the CIA.
• Assist in preparing meetings, gather meeting papers, discussion pack, agenda, preparing MOM etc.
• Prepare expense reports, process invoices for payment.
• Keeping the company’s filing system in order.
• Creating and implementing new administration systems.
• Maintaining confidentiality and using a high degree of discretion.
• Arranging staff-welfare activities like Annual Corporate party, Festival Celebrations, Fun Thursday Meetings, Care and Happiness Initiative.
I started my job here as Front Desk Administrator, right after my probation period I was appointed as Executive Secretary of Office Manager. After completion of 2 years I have been promoted Assistant Office Manager. My roles & responsibilities primarily are-
-Greeting visitors warmly and make sure they are comfortable.
- Dealing with customer relations where I deal with providing
prompt replies to all customer feedbacks and supporting the sales team.
- Scheduling meetings and conference rooms.
- Coordinating mail flow in and out of office.
- Gathering personal and insurance information.
-Taking care of all kinds of administrative duties in office.
-Arranging appointments.
-Validate parking tickets.
-Collecting and distributing parcels and other mail.
- Performing basic bookkeeping, filing, and clerical duties.
- Prepare travel vouchers.
-Drafting memoranda, correspondence, and other documents and reports
often of a highly confidential matter.
-Ensuring materials and reports for signature are accurate and complete.
- Schedule, prepare agenda and and take minutes of meetings.
-Asst. to the General Managers calendars; coordinate, arrange and confirm
meetings.
-Assisting Office Manager in her daily works, presentations, making official d documents.
- Doing office presentations, attending meetings with clients.
-Organising meetings.
-Arranging appointments.
-Booking transport and accommodation.
-Ordering stationery and furniture.
-Dealing with correspondence, complaints and queries.
-Preparing letters, presentations and reports.
-Supervising and monitoring the work of secretarial, clerical and administrative staff.
-Managing office budgets.
-Liaising with staff, suppliers and clients.
-Implementing and maintaining procedures/office administrative systems.
-Delegating tasks to junior employees.
-Using a range of software packages.
-Attending meetings with senior management.
-Keeping personnel records.
