Executive Secretary
M.H Alshaya Co.
Total years of experience :17 years, 0 Months
• Organizes work by reading and routing correspondence; collecting information; initiating telecommunications.
• Coordinate conferences and meetings for the Vice President.
• Maintains department schedule by maintaining calendars for department personnel; arranging meetings, conferences, teleconferences, and travel.
• Act as the point of contact for my department to schedule interviews/meetings etc. with executives and with the candidates for the brand.
• Handling support function for three brands i.e. MAC, Jo Malone & Le Labo fragrances under the Health and beauty division.
• Maintains customer confidence and protects operations by keeping information confidential.
• Effectively handling the IT issue in the stores and also at H.O.
• Support the store and training staff for any queries and general administrative work.
• Assisting the merchandising team by maintaining the shipment invoice tracker and occasionally on top 150 reports.
• Coordinate with the central and brand operations with respect to the stock take dates.
• Preparing and submitting the travel claims for all Head office staff within the division.
• Maintains office supplies inventory by checking stock to determine inventory level; anticipating needed supplies; placing and expediting orders for supplies with the administration department.
• Keeps equipment operational by following manufacturer instructions and established procedures in the company.
• Provides historical reference by utilizing filing and retrieval systems.
• Contributes to team effort by accomplishing related results as needed.
Assisting the HR Manager with respect to the issue with the employees, visa procedures, maintaining proper HR records of all staff, handling petty cash for the office expense, purchase of all necessary office supplies, maintaining proper communication channel between employees and upper management. Providing support for our client staff functioning inside the base.
Maintaining purchase order status reports, invoicing, petty expense details for the department, checking and responding to emails, tracking movement of delivery of items to the Client, coordinating between different department in order to ensure proper communication, providing order status and updates between the departments and well as with the Clients.
Provide assistance to the Project Manager for all the projects and to coordinate between departments. To maintain the general Project communications, including mailings, scheduling conference calls and coordinating with vendors for proper submission of RFP’s. Provide clerical and administrative support, as needed.
Worked as customer service representative dealing with various problems with customer, ensuring that customer is satisfied with the product, ensure smooth operation for customers benefit.