Administrative Assistant
Gulf Investment Corporation
Total years of experience :26 years, 1 Months
main responsibilities include :
* Carrying out Secretarial tasks and providing comprehensive office managment support .
* Drafting business documents, letters, emails, reports and presentations, minting meetings and proof reading documents.
*Arranging and coordinating business trips, organizing itineraries, perparing visa applications and hotel
accommodations.
*Liaising with HR division to process payments requests, staff expenses, business travel advice, and training nomination/leave form.
*Liaising with Risk, Compliance & Legal and Operations departments to handle client accounts opening, brokerage agreements forms and KYC documents.
*Organizing and maintaining a stock of Division Stationary.
*Performing other related duties and special assignments as requested.
Main responsibilities include:
Managing Chairman's appointments and organizing meetings.
Planning and coordinating Board meetings including conference room bookings, catering needs, agenda setting and distribution.
Attending meetings, drafting minutes and preparing them for board's members signature.
Preparing and updating status reports of Board meetings' decisions and its execution follow up.
Generating and managing business correspondance and ensuring proper filing.
Handling Chairman's and Managing Director's phone calls, taking /relying messages to appropriate personnel.
Handling Chairman's trips including booking tickets, hotels reservations and car rental.
Secretary Internal Audit Dept.
Main responsibilities include:
Preparing internal audit report, organization chart, tables,
and presentations for managment.
Following up and providing assistance for the audit team.
Working as a replacement Secretary for the Chairman's office and for the Vice Chairman.
Coordinating travel arrangements and hotel bookings.
Providing overall work direction and supervision over the department activities in order to bring to the attention any irregularities.
Acting as a control mechanism over consumption of materials, stationery etc.
Maintaining initiative and take minor work related decision to reduce the duties on the immediate superior.
Acting as a communication link between internal audit department and other departments.
Maintaining and updating a confidential filing system for the department.
Answering telephone calls connect callers as necessary, taking and conveying messages, arranging for appointments, answering general queries, etc.
Meeting departmental visitors determining purpose of visit and advising supervisor concerned. Taking messages or deliveries and/or arranging for alternative appointments.
Receiving incoming mail, sorting date stamping and distributing to addresses. Preparing outgoing mail for dispatching and maintaining daily master file of incoming or out going correspondence.
Arranging for managment meetings and may attend to take minutes as directed. Ensuring conference room is prepared for use.
Carrying other similar or related duties such as making photocopies, maintaining a stock of department stationary, collating a binding reports.
Communicating and prioritizing pretinent matters.
secretary in general contracting and industrial affairs dept