Executive Secretary to Managing Director & CIO
Jadwa investment
Total years of experience :13 years, 10 Months
All secretary’s work
• Maintain executive’s agenda and assist in planning appointments, board meetings, conferences etc.
• Attend Meetings and Keep Minutes.
• Read and analyze incoming memos, submissions, and reports in order to determine their significance and plan their distribution.
• Open, sort, and distribute incoming correspondence, including faxes and email.
• File and retrieve corporate documents, records, and reports.
• Greet visitors and determine whether they should be given access to specific individuals.
• Prepare responses to correspondence containing routine inquiries.
• Perform general office duties such as ordering supplies, maintaining records management systems, and performing basic bookkeeping work.
• Compile, transcribe, and distribute minutes of meetings.
• Attend meetings in order to record minutes.
• Manage and maintain Managing Director’s schedules.
• Set up and oversee administrative policies and procedures for offices and/or organizations.
• Supervise and train other clerical staff.
• Interpret administrative and operating policies and procedures for employees.
• Receive and screen phone calls and redirect them when appropriate
• Handled all important data of every meeting and conference.
• Assisted the MD in preparing the required documents for the board meeting.
• Arranged the itineraries of the MD.
• Attended to phone calls and acted on those accordingly.
• Ensured that the MD is updated with the company’s everyday transactions.
• Update the MD of his regular meetings and appointments.
• Facilitated hotel reservation globally for his travel and as well as for special events.
• Substituted MD if he could not attend emergency meetings.
• Arrange itineraries for the staff of 40+.
• Arrange hotel reservation for the staff of 40+.
• Maintain MD’s Calendar
• Maintain MD’s Contact Dairy.
• Responsible for arranging meetings and sending calendar invites respectively.
• Responsible for arranging parking slots for the clients who visit Jadwa.
2017,
Responsible for performing a wide variety of clerical, technical, administrative, and officeResponsibilities:
duties in support of the Human Resources Department.
• Build productive, collaborative relationships with employees, and HR business partners.
• Assist with employee relations.
• Review resumes and applications sent in by job applicants and schedule interviews for job applicants
• Maintain employee files and the HR filing system
• Advise employees and helping them make informed decisions about their careers.
• Help employees with benefit issues.
• Examining employee records to answer inquiries and provide information to authorized persons.
• Responsible for making the employment contract (Offer Letter) for the hired employees.
• Preparing joining reports for the new employee and review staff monthly vacation reports.
• Responding to applicants regarding job openings.
• Preparing job postings for vacancies.
• Welcoming new employees and arranging induction programs for them.
Page 2
• Answering questions from employees.
• Maintaining accurate employee records.
• Explaining employment terms and conditions to staff and senior managers.
• Planning, organizing, providing leadership and controlling all administrative functions
• Managing quality and cost control including Mess
• Maintaining continuity among corporate, division, and local work teams all across Middle East and India
• Providing specialized support to other departments and managers whenever requested apart from regular
MIS reports
• Providing document and telecommunication management.
• Mentoring and development of the employees which involves Induction of new employees shifting to
accommodations and ensure entire comfort is retained to develop a good employee employer relation.
• Distributing the stationary as per requirement and keeping the record.
• Checking the availability of stationary and other required things and ordering for them.
• Responsible for handling the petty cash and keeping the record of expenses.
• Responding the mails.
• Responsible for checking the office’s assets are in good condition.
• Responsible for checking the cleanliness of office.
• Managing the housekeeping and security guard staffs’ data and duties.
• Maintaining the documents records.
• Making booking of Hotel’s for Client and for top Management within Sultanate of Oman.
• Making Booking of Air Tickets for Top Management, Staff & as well as for workmen.
• Responsible for making booking of Hotels for Company Guests.
• Responsible for all Visa Related Job with immigration department.
• Responsible for Renewals of Vehicle Registration (Mulkiya/Istemara)
• Responsible for the Renewals of all the Employees work Permit Visa (Labor Card)
• Responsible in Reminding for the Renewal of Passports of the Employees as on before its expiry.
• Responsible for all the renewals of company’s commercial Registration (CR) Certificate for Municipality &
Tax as well.
HR/Admin Executive
Managing all Secretarial Tasks with in the EMD (Equipment Management Department)
• Act as a first point of contact to all staff.
• General Administrative duties (printing, photocopying, filing, etc)
• Dealing with telephone calls/queries in a professional manner
• Giving full administrative and secretarial support to the Officer Manager
• Drafting formal letters using Microsoft Word
• Deal with enquiries from all staff, students and visitors in a courteous and professional manner (face-to-face,
over the phone and through email)
• Responsible for all aspects of the day to day running of the filing, copying, report writing, and invoicing jobs.
• Responsible to handle the telephone enquiries.
• Make daily work plan of seniors with proper timing.
• Provide general information to the customers.
• Manage the daily incoming of the customers.
• Manage the documents in proper way.
Page 3
• Handle all the other responsibilities related to the job.
Admin
from
.,
Commerce