Executive Secretary to COO
Assarain Group of Companies
مجموع سنوات الخبرة :23 years, 9 أشهر
• Compiled monthly Management Information System (MIS) reports for the Managing Director, improving report accuracy by 10% and aiding in strategic decision-making.
• Efficiently managed and scheduled interviews for senior positions, optimizing the recruitment process and saving hours for senior management, enhancing overall productivity.
• Enhanced accuracy by transcribing shorthand notes with speed, earning recognition from superiors for meticulous documentation and facilitating improved decision-making.
• Managed and maintained COOs complex calendar, scheduling meetings and appointments, ensuring optimal time management and productivity.
• Coordinated travel arrangements for COO, resulting in 15% reduction in travel expenses and ensuring seamless travel logistics.
• Managed confidential correspondence and sensitive information, maintaining discretion and trust while supporting COO in decision-making processes.
• Identified the most economical airfare for employees, resulting in a 10% reduction in travel expenses and adherence to budgetary guidelines.
• Coordinated executive level communications, maintaining confidentiality and enhancing organizational efficiency.
• Reduced office inventory costs by 15% through effective management of ordering, requisitions, stocking, and shipment receiving, resulting in significant cost savings for the department.
• Enhanced event success by coordinating invitations for offsite events in advance, leading to a boost in attendance and positive feedback from participants.
• Anticipated and streamlined upcoming tasks, leading to a 5% increase in process efficiency and minimizing last-minute disruptions.
• Supported five senior executives with administrative duties.
• Coordinated complex calendar scheduling for executives, meetings, conference calls, and video conferences across multiple time zones.
• Complied with company policies and procedures by preparing and submitting expense reports and timesheets.
• Monitored and negotiated vendor contracts in order to save significant amounts of money. Developed reports, presentations, and documents for executive meetings.
• Supported executive decision-making by conducting research and providing analysis.
• Executed comprehensive calendar management for the Executive, encompassing meeting, appointment, and interview scheduling.
• Supported HR operations by participating in hiring processes, onboarding new employees, and conducting performance evaluations.
• Streamlined the interview process by arranging interviews, communicating with candidates, and organizing interview logistics.
• Managed travel logistics, such as flights, accommodations, and ground transportation, to guarantee seamless travel experiences for executives and guests.
• Handled invoicing and payment processing, maintaining precise financial records. Supervised day-to-day office operations, including administrative duties, budgeting, and facilities management. Organized and maintained office files, records, and databases with a focus on accuracy and confidentiality.
• Monitored and managed office supplies and inventory, placing orders as necessary to uphold smooth operations.
• Devised and implemented office policies and procedures to enhance efficiency and productivity.
• Anticipated the Directors needs proactively and effectively managed their calendar, schedule, and travel arrangements. The Directors schedule was meticulously optimized for maximum efficiency. Took full ownership of special projects assigned by the Director, overseeing timelines and deliverables to support the organizations strategic objectives.
• Successfully managed and monitored assigned projects from start to finish, ensuring strict adherence to deadlines and quality standards.
• Acted as the primary point of contact between the Director and both internal and external stakeholders, maintaining effective communication and fostering strong relationships.
• Collaborated with team members to ensure timely completion of tasks by delegating responsibilities appropriately.
• Continuously sought opportunities to streamline processes and enhance operational efficiencies within the Directors office.
Accounting