Executive Secretary For Management
Shell Exploration and Production International
Total years of experience :8 years, 6 Months
~Reported to the General Manager this role required administration of all operational, quality and office management systems~
• Manage agenda, appointments and travel arrangements for General Manager, Project Director and Management Team Members, and confer with manager(s) about priorities, scheduling issues and solutions.
• Overseeing the smooth and efficient running of all aspects of the office
• Responsible for providing technical and project support to the Project Managers
• Partner with HR to maintain office policies as necessary
• Organize office operations and procedures
• Staff on boarding/ off boarding and organize new starters training sessions
• Coordinate with IT department on all office equipment
• Managing various functions of projects including schedule, budget, contract, client needs on daily basis
• To provide a professional administrative support to employees and to ensure the running of office, managing and maintaining all database inclusive of inputting the data, to produce correspondence and documents and maintain presentations, records, spread sheets and databases
• Manage Visas, travel and accommodation extensively on a regular basis
• Creating meeting agendas and record meeting minutes
• Respond to staff inquiries
• Identifying the bottlenecks, conveying the same to Vendors and Project Managers for all the invoices
• Creating PowerPoint presentations and other materials for internal review
• Drafting action plans and spearheading meetings with department executives to review project status & proposed changes
• Inspects facilities and equipment to determine extent of service required
• Expense Management: Prepare/submit/manage expense reports and coordinate reconciliation for expenses incurred
• Provide general support to visitors
Accountable for Non-conformance Reports and Observation Management through web based Quality Inspection Report Management Systems Applications
Looked after the functions for Non-conformance Reports also involved in updating the action taken in the Quality records Management Database tool.
Managed reports, provided sound support to manage Quality Management Systems
Worked as Project Site Coordination for Quality records Management Database.
• Liaised with departmental focal points for development of Project Management Systems Procedures
• Actively developed management system procedures, forms and templates and uploaded them in livelink / SharePoint tool
• Actively developed management system procedures, forms and templates and uploaded them in livelink / SharePoint tool
• Manage agenda, appointments and travel arrangements for General Manager, as well as the other Management Team Members, and confer with manager(s) about priorities, scheduling issues and solutions.
• Operate as a first point of contact for Management Team concerning questions of employees, customers and other internal and external parties and answer and liaise with Management Team adequately.
• Manage contract and price negotiations with office vendors, service providers and office lease
• Manage relationships with vendors, service providers, and landlord, ensuring that all items are invoiced and paid on time
• Handle and check correspondence (letters and reports) for correct use of grammar/spelling, and alignment with corporate identity and house style. Coordinate signing process and correspondence routing and update distribution lists
• Plan, host and organize events or meetings, take down minutes and ensure distribution and guard, follow up on action points and deadlines. Screen, select and archive (digital and hard-copy) correspondence, minutes, reports and other relevant information, using applicable archiving systems and procedures
• Sourcing and ordering stationery and office equipment
• Prepare Newsletters
• Coordinate activities and logistics with clients/outside vendors including company/team meetings, events, catering, car service orders, process invoices for payment
Reporting to the Quality Head this role required organization and supervision of all administrative activities.
HSE assessment and report to ensure Ergonomics, General Safety, Laptop / IP info Security
Training Management System (TMS) trainer
On/Off Boarding
Purchase orders
Act as the point of contact between the executives and internal/external clients
Undertake the tasks of receiving calls, take messages and routing correspondence
Handle requests and queries appropriately
Maintain diary, arrange meetings and appointments and provide reminders
Make travel arrangements
Take dictation and minutes and accurately enter data
Monitor office supplies and research advantageous deals or suppliers
Produce reports, presentations and briefs
Develop and carry out an efficient documentation and filing system
Sabre holdings merchandises and retails travel products and provide distribution and technology solutions for the travel industry. Reporting to the Vice President.
• Accommodate visitors, clients and job candidates
• Operate switchboard and direct potential clients to relevant departments
• Control distribution of conference call numbers
• Coordinate conference room bookings and appointments
• Record, file and track all outgoing and incoming courier and sort mail
• Manage all matters pertaining to reception/office appearance and utilities
• Cooperate with Office Manager on local facility
• Maintain database of suppliers and service providers
• Procure office furniture and supplies
• Maintain inventory of office stationery
• Assist Office Manager with office fit out requirements
• Record all incoming invoices in the register, gaining appropriate approval where necessary, and forward to Finance Department in a timely fashion
• Prepare expense claims for staff, gaining appropriate approval where necessary, and forward to Finance Department in a timely fashion
• Prepare petty cash records and cash count on a monthly basis, and send information to Finance Department by the end of the month
• Maintain updated list of staff names, contact information, birthdays and movement records
• Assist with administrative tasks and provide research and administrative support to all departments and individuals, where necessary
• Ad hoc duties as required and directed by your line manager
Interem, the international removals division of freight systems has been one of the pioneering global players to venture into the relocation business in India. Reporting to the Regional Manager.
Customer interaction
Job costing and quotations
Order Processing
Relocation task schedules.
Invoicing
Payment follow ups
Claims
Bsc in Hospitality and Business Administration