Executive Secretary & Administration Manager
City Pharmacy
Total years of experience :18 years, 0 Months
- Manage GM's mails and take necessary action to complete the task. Provide Admin support to GM and manage all day to day operation of the office. Ensuring proper follow up and action of the GM office internal & external. Maintain calendar Schedule and coordinate appointments, meetings, events etc... Including travel arrangements as necessary.
- Prepare correspondence letters, emails, reports, meeting agendas, minutes, weekly, monthly reports and presentations.
- Provide adequate support to the business divisions with the execution of assigned tasks in relation to the QMS requirement, guidelines, and business partner’s quality agreement and customer due-diligence assessment.
- Assist QA Manager with the execution of assigned tasks in relation to the analysis of audit observations, process performance review, management review activities and to support continuous improvements at all relevant levels within the organization and tracking the CAPA status of complaints, findings and deviations originated from internal and external audits, inspections, and quality review etc. for standard certifications - ISO9001:2015, ISO14001:2004.
- Work closely with the Finance and Compliance Director in overseeing compliance procedures, Assess the appropriateness of internal policies, procedures and guidelines, ensure of follow-up of any identified deficiencies, and ensure the implementation of corrective measures are met as per defined policies.
- Monitor, review and analyze compliance risk, and ensure compliance with all applicable legislation and regulations through effective processes, procedures, systems and controls.
- Manage offices & warehouse facilities by overseeing and agreeing contracts and providers for services including security, MEP, cleaning, etc. Supervise multi-disciplinary teams of staff including cleaning, maintenance, grounds and security. Also managing budgets and ensuring cost-effectiveness.
- Ensuring that facilities meet government regulations and environmental, health and security standards.
- Dealing with over 70+ Multinational companies on business operation issues.
- Supervise the day-to-day operations of the Administration Department and 7 staff members direct reporting. Manage Air ticketing for 500+ staff members, Supervise 80+ fleet vehicles registration, Salik Management & Insurance renewals.
- Manage all administrative duties proficiently involving routine management function that includes corporate relations, customer support and correspondences, basic interoffice correspondence, etc.
- Manage GM's mails and take necessary action to complete the task. Provide efficient office management support in all day to day operations. Maintain GM's calendar schedule and coordinate appointments, meetings, events etc... Including travel arrangements as necessary.
- Prepare correspondence letters, emails, reports, meeting agendas, minutes, weekly monthly reports and presentations.
- Manage & arrange conferences (Arab Health & Duphat exhibitions) will fully involve from communicating with the organizers, follow up with contractors until stand finalization & installation completion. Arrange hotel bookings for Top Management, VIP Guests and look after all the arrangements of conference and accomplish all the CME's registrations for the delegates.
- Manage relationship with external entities and customers approaching the executive office.
- Organize and coordinate office operations and procedures.
- Manage offices & warehouse facilities by overseeing and agreeing contracts and providers for services including security, MEP, cleaning, etc. Supervise multi-disciplinary teams of staff including cleaning, maintenance, grounds and security. Also managing budgets and ensuring cost-effectiveness.
- Ensuring that facilities meet government regulations and environmental, health and security standards.
- Answer telephones and handle in appropriate manner.
- Coordinate with inter departments managers/executives for specific requirements and giving feedback upon requisition
- Segregating all incoming/outgoing e‑mails, fax and local and overseas inter office coordination, accomplishing tasks through continuous follow‑ups.
- Prepare correspondence, reports, agendas, weekly and monthly reports and presentations.
- Assisting HR Manager during company’s local recruitment process. Collecting and through verification of CV's, short listing based on skills requirement and finalizing the applicants for Interviews
- Write and distribute email, correspondence memos, letters, faxes and forms
- Handle administrative requests and queries from senior managers
- Assist in the preparation of regularly scheduled reports
- Act as the point of contact for internal and external clients
- Maintain hard copy and electronic filing system. Maintain customer complaints comprehensive record with solutions provided
Achieve overall 88%