Seema Nair, Executive Secretary/Project Admin Coordinator/Company Secretary

Seema Nair

Executive Secretary/Project Admin Coordinator/Company Secretary

Procco Financial Services

Location
Bahrain - Manama
Education
Diploma, Diploma in Human Resources Management
Experience
20 years, 10 months

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Work Experience

Total years of experience :20 years, 10 months

Executive Secretary/Project Admin Coordinator/Company Secretary at Procco Financial Services
  • Bahrain - Manama
  • My current job since December 2011

Executive Secretary/Project Coordinator, Procco Financial Services
Dec 2011 to present

The company is based in Manama, Bahrain and is a subsidiary of TII (The International Investor -Kuwait). Procco Financial Services W.L.L. provides loyalty and payment solutions. Its products and services include merchant and card, electronic, and Islamic card payment solutions, as well as custom POS applications and Sharia-compliant services. The company’s solutions also include contract and product management, transaction processing, call center, risk management, application and data control, and finance and administration functions. It serves clients in Bahrain, Pakistan, Kuwait, and the United Arab Emirates.

- Secretarial/Project Coordination- core responsibilities

• Support top executive staff and clients in all aspects of executive administration, calendar management, special events management, travel management, and file management.
• Organizing & coordinating Sales, Performance, Strategy meetings for the departments, taking minutes, maintaining Follow-Up system on action items.
• Designing & Copy Editing of company newsletter.
• Responsible for developing project plans and budgets, assembling project team, identify and allocate appropriate resources, developing schedule to ensure timely completion of project and meeting deadlines of project, monitoring the progress of plans against project milestones and budgets.

- Company Secretary - core responsibilities

• Preparation of Board/Shareholder’s meetings (AGM/EGM). Inviting CBB/MOIC to meetings.
• Drafting board resolutions/minutes of meeting.
• Liaison with CBB and MOIC for necessary approvals for resolutions passed during the AGM/EGM.
• Maintenance and filing of all legal documentation.
• Review of agreements, contracts, term sheets and proposals where obtaining appropriate jurisdiction legal advice is required.
• Point of contact for all patents and trademarks applications of the whole business group.

Executive Secretary to CEO & Board of Director's at AJM Kooheji Group
  • Bahrain - Manama
  • December 2009 to April 2011

Executive Secretary to Group CEO and Board of Directors, A.J.M. Kooheji Group B.S.C (c)
Dec 2009 to April 2011

AJM Kooheji Group is a well known commercial business house in the Kingdom of Bahrain having diversified trading businesses in home appliances, electronics, marine, tires & allied businesses, building materials, furniture & lifestyles. It is also engaged in businesses like manufacturing, contracting, real estate and banking.
- Secretarial Assistance to Group CEO & Board of Directors
• Preparing minutes of meeting.
• Calendar Management.
• Drafting letters.
• Plan and Organize internal and external meetings for CEO.
• Assist CEO in managing his schedules, informing him of approaching appointments and action tasks.
• Summarizing sales figures of different divisions on weekly basis and updating the CEO and BOD’s.
• Travel and itinerary assistance - booking air tickets online, providing options for best travel deals available.
• Coordinating arrangements for Board Meetings and responsible for preparation of Agendas, Resolution etc. and circulating to all concerned.
• Coordinating with appointed law firm and keeping track of legal cases. Update CEO & CFO with relevant information on case hearing and documentation.
• Accounting and keeping record of all travel and entertainment expenses for the CEO.
• Assisting the HR division in recruitment - schedule potential candidates for interviews, coordinating with different recruitment agencies in Bahrain, India and Philippines for various job opportunities, preparing job descriptions.
• Handle CEO’s phone calls and communication work with all corporate offices.

Executive Secretary to Country Manager at Habib Bank Limited
  • Bahrain - Manama
  • October 2005 to December 2009

Habib Bank Limited is the second largest Bank in Pakistan with Head office based in Karachi and with over 1, 470 branches including 45 overseas branches all over the world.
- Overall Office Administration

• Providing first hand support to Country Manager & Senior Management Team, key responsibilities being diary management, coordinating meetings, preparing confidential reports, documentation and correspondence with the ability to comply with company confidence, and possess the maturity to deal with the responsibility of the position with solid, sound computer skills, attention to detail and meet tight deadlines in this busy but rewarding role.
• Assist C.M. in managing his schedules, informing him of approaching appointments and action tasks.
• Assisting C.M. on personal issues such as Personal Banking, Housing, telephone, Children Education etc.
• Plan and organize internal and external meetings for C.M. and other executives with customers.
• Coordinating arrangements for Board Meetings and responsible for preparation of Agendas, Resolution etc. and circulating to all concerned.
• Liaison on all aspects of the EVP and other Chief Executives from corporate offices when visiting Habib Bank - Bahrain.
• Handle C.M.’s phone calls and communication work with all overseas corporate offices.
• To receive and attend to customer complaints, present before Head of Operations. Act as point of coordination between Head of Ops’ and customers for complaint resolution.
• Receive, sort & distribute mail, fax and email and determine action required.
• Comprehensive record keeping - hard copy and electronic filing systems.
• Browse and collect various data from web sites.
• Maintain complete database of all clients for Habib Bank Limited.
• Processing of Word Documents, PowerPoint Presentations.
• Handling petty cash transactions, billing, bill paying, ordering stationery supplies for both branches.
• Responsible for monitoring and payment of Batelco, Ministry of Electricity & Water, GOSI, etc.
• Visa processing, Air ticket, hotel booking and all related arrangements for business visits of Country Manager and all Senior Executives to various countries.


- Human Resources Responsibilities include -

• Maintaining personal files of all employees with confidentiality.
• Updating & filing of leave records, sick leave certificates of all employees.
• To prepare Staff Employment Contract, Personal Data form for onward submission to Head Office Karachi, as well as Job Descriptions and Leave Plan for all employees.
• Drafting memos and letters pertaining to H.R. and related issues.
• Preparation of necessary documents/applications for Labor & Immigration Department and other Ministry related works for the company, such as work permits, residence permits and Visa’s. (Recently with LMRA)
• To coordinate with Head of Operations on BIBF (Bahrain Institute of Banking & Finance) Training Program, prepare lists and remind staff on respective schedules, correspondence with BIBF.
• To prepare Questionnaire and submission of all required documents to Central Bank of Bahrain for new appointments at managerial position for their approval.

Education

Diploma, Diploma in Human Resources Management
  • at Gulf Academy
  • December 2003
Bachelor's degree,
  • at Symbiosis College of Arts & Commerce
  • May 2000
Bachelor's degree,
  • at Symbiosis College of Arts & Commerce
  • May 2000

Specialties & Skills

Secretarial
Administrative Duties
Hummingbird

Languages

English
Expert

Hobbies

  • Music