Executive Secretary - CEO Office
Al Othman Holding Company
Total years of experience :22 years, 9 Months
Executive Secretary - CEO Office (Nov ‘2016 - Present)
• Report directly to Asst. CEO, liaison with CEO office.
• Manage CEO / Asst. CEO calendar, diary, travel arrangements and organise internal and external meetings.
• Assist managers (Board Member and MD, CIO, Sr. Projects Director, Proponent Team) with daily activities.
• Attend meetings and prepare minutes of meeting. Follow-up on the pending issues.
• Office Administration - Scheduling, well organised filing system, drafting business related letters, quotation comparison, presentations, excel reports, designing, research through internet, etc. Follow-up personally and get documents executed by CEO / Asst. CEO, maintain soft copy of business cards using card reader software.
• Responsible for arranging meetings, Conference calls, hotel / car and airline reservations, attending calls, fix appointments, meeting room setup, etc.
• New Hospital Project - Control all project documents (plans, scope of work, drawings, agreements, communication records, invoices, liaison with Consultant and Contractor of the project, Pre-qualification, maintain daily, weekly and monthly project reports..)
• Review Consultant and Main Contractor’s attendance and payroll.
• Handle petty cash.
• Prepare presentation slides on weekly and monthly project progress.
• Coordinate between departments - Projects, Properties, HR, Finance, Security / Maintenance for smooth functioning of job and to speed up process.
• Coordinate with HIS/MIS department for proposals, interviews, meetings, follow-up on payments.
• Handle visas and all sensitive and confidential issues such as contract agreements, financial information of the company, banks statistic reports, appraisal reports, etc.
• Handle all In-Out flow of the documents related to various projects (Kempinski Hotel, Enab Restaurant, Okku Restaurant, Al-Maha Banquet Hall, Al-Othman Tower, Ottoman Hotel, Business Park, Mohamadia Compounds, Al Salam Hospital). Also, arrange proposals with suppliers, comparison, schedule, approvals, payments, follow-up, work completion, gate passes.
Document Controller / Executive Secretary to V.P - Projects Management (Jan ‘2015 - Oct '2016)
• Control all project documents (plans, scope of work, drawings, client communication records, invoices, subcontractors, rental, quality manual, company profile..)
• Report directly to V.P-Projects Management, liaison with senior management (Projects Director, Operations Manager, Projects Control Manager, Corporate QA/QC Manager, etc.)
• Handle Chairman / CEO Office for all internal / external meetings, prepare presentation, schedule, conference room, arrange meeting documents, attend meetings and take Minutes of meeting (draft minutes, email to all concern, follow-up on actions, etc.).
• Office Administration - Scheduling, well organised filing system, forward inter-departmental memos personally to the Chairman, drafting responds, business correspondence to clients and other firms related to Projects Management, reminders and follow-ups. Responsible for arranging international meetings, hotel / car and airline reservations, attending calls, fix appointments, etc.
• Handle visas and all sensitive and confidential issues such as contract agreements, Company Profile, financial information of the company, Projects progress reports, appraisal reports, etc.
• Excellent computer skills in all Microsoft Office tools, design group financial highlights presentations along with charts using PowerPoint, petty cash statement, Manpower / Equipment reports, Board presentation, etc.
• Generate Ministry / ARAMCO submittal reports (Safety Plan / Manual, Quality Manual, Concrete mix design, Bituminous wearing course, base course, online super pave, etc.)
• Manage invoicing and payments through online Saudi ARAMCO Portal (SAP). Handle correspondences with Royal Commission (Government) Projects.
• Take care of Company fax documents, handle courier online services (DHL, etc.).
• Responsible for designing Company’s Pre-qualification profile documents.
• Research through Internet to obtain information of Royal Commission Tenders, various companies information, relevant to Projects Management.
• Built an excellent rapport, responsible, dedicated and trust worthy staff.
HR Specialist (2013 - 2014)
• Responsible to prepare Master sheet with complete record of employees including salaries.
• Reports of Saudi Manpower Visa issued / status, to agents of various Nationals (India, Pakistan, Egypt, Lebanon, Nepal, etc.).
• Prepare government authorization documents for Visa related issues. Regular follow-up with agents to expedite the arrival of staff.
• Prepare offer letters, Employee Contracts, arrangement of housing, transportation and office set-up of new employees.
• Analyse the requirement of organization and allocate manpower accordingly for projects / departments.
• Job posting on job portals and research online to scrutinize CV’s and prepare summary for various positions (Civil, Mech. Eng., Project Managers, Site Eng., Surveyors, Foreman, etc.), and forward CV’s to respective department heads for approval and arrange interviews accordingly (face to face, skype, etc.).
• Organize staff training sessions, checking attendance, creating work schedules for the support staff and supervise their performance, leadership qualities, team work, etc.
• Order and monitor office supplies as well as keep up with expense accounts, invoices, petty cash etc.
• Attend management meeting and arrange manpower for various job sites accordingly.
• Assist the payroll department linked with HR.
• Providing leadership, management, coaching, monitoring and direction to the employees to achieve targets through effective training.
• Arranging safety orientation for newly arrived employees.
• Maintaining personnel’s files / soft copies of documents. Provide advice and assistance in developing human resource plans. Preparing, developing and implementing procedures and policies concerning recruitment and labour law.
• Reported to the Group Relations Director - Finance & Investment Division, liaison with senior management (CFO, Deputy CFO, Assistant CFO, Head of Investments, Head of Operations, Head of Risk Mgt., etc.)
• Managed Director’s calendar, diary, travel arrangements and organised internal and external meetings.
• Office Administration - Scheduling, well organised filing system, forwarding inter-departmental memos personally to the Chairman, drafting responds, business correspondence to banks and other firms related to Finance and Investments, reminders and follow-ups. Responsible for arranging meetings, Conference calls, hotel / car and airline reservations, attending calls, fix appointments, etc.
• Handle visas and all sensitive and confidential issues such as contract agreements, financial information of the company, banks statistic reports, appraisal reports, etc.
• Meeting arrangements for Bankers & other visitors: Organize visas, Airline / hotel / Car arrangements; Tour of Group facilities, snacks/Lunch, setup of meeting room, projector, Installation of presentation, etc.
• Promoted as Head of secretaries in Fin. & Invest. Division. Responsible in assigning jobs with regular follow-ups, motivating them towards enhancement in performance, leadership qualities, team work, etc.
• Arranging interviews, employment contracts, personnel issues, office setup for new employees.
• Built an excellent rapport, responsible, dedicated and trust worthy staff.
• Responsible for designing quarterly and annual reports using Adobe InDesign Application.
• Excellent computer skills in all Microsoft Office tools, design group financial highlights presentations along with charts using PowerPoint, cash flow, profit & loss account, petty cash statement, etc.
• Research through Internet to obtain information of various companies, relevant to Banking, and Investments. Economical reports of different countries, Training courses, etc.
• Reporting directly to the Managing Director.
• Worked on accounting software Tally 5.4.
• Handle patients billing, Data entry (invoices and bills) using Tally software.
• Handle all sensitive and confidential issues such as payroll, cheques, contract agreements, financial information of the company, appraisal reports, doctor’s statements, etc.
• Designated as Marketing Manager - professionally as an executive, I was responsible to meet the General Practitioners (with M.B.B.S degree) across the area to introduce our hospital facilities and advise them to refer patients for treatment, blood tests, Echo-Cardiography, X-ray, Scanning, etc. Maintain accounts of referral doctors and pay their commission on monthly basis.
• Print scanning reports, echocardiography films, type radiology and sonology reports.
• Responsible to prepare reports showing profits for the month along with comparison charts.
• Handle Cash counter and maintain proper In-Out flow of cash. Responsible to close the account and handover to night shift staff.
• Handover the daily closed cash along with the Cash flow statement to the Managing Director.
• Handle bank transactions, payment of salaries, cash, etc. A very dedicated and trust worthy staff.
• Excellent computer skills in all Microsoft Office tools, design profit and loss statements in a presentation form along with charts using PowerPoint, design pamphlets, well organised filing system, etc.
• Personally in-charge for “Master Health Check-up” patients.
• Work with humbleness, politeness, hospitality, etc.