Executive Secretary
INSTITUTE OF CHARTERED ACCOUNTANTS OF PAKISTAN
Total des années d'expérience :12 years, 6 Mois
. Currently, Assistant Manager Secretariat/Executive Secretary to COO & Secretary.
Job responsibilities
•Oversee and manage Secretary/COO’s daily schedules; manages the Secretary/COO’s calendars / facilitates communication within the organization; coordinate conference calls, prioritize and prepare working papers for upcoming meetings; schedule meeting arrangements and collect relevant data for meeting and timely informing the Secretary/COO.
•Correspondence (Writing letters and following up) with International, Government and Local Bodies.
•Preparation and Circulation of Notice, Agenda and Working papers for Executive Committee and Council. Uploading of Working papers on website.
•Coordination with Council Members for meeting. Communicating Council Decisions/Action Points to relevant departments and follow up on work being done and preparing implementation report with status to be presented in the Executive Committee and Council Meetings.
•Regular Updating on software designed by ICAP to upload (data entry) the minutes of previous meetings held.
•Preparation of minutes/taking notes during meetings e.g(Office Bearers/Stewardship meeting/Coordination Committee meetings as assigned by Supervisor.
•Submission of nominations of ICAP Council Members at International Bodies every year.
•Assist in other assignments assigned by the supervisors.
to the Managing Director.
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Job responsibilities while assisting the CEO
•Calendar Management for CEO
•Other meeting invitations from CEO’s calendar (Email)
•NOC negotiations, itinerary planning & correspondence from Interior Ministry for Foreigner Executives visiting Pakistan.
•Update the running office files and close the files with proper record closing procedure in chronological order.
•Event Management (Executive lunch & official Dinners etc. Invitations, guests list etc)
•Scheduled, un-schedule tasks assigned by CEO/Reporting Manager as per working requirements.
•Base stock (Refinery Prices) file maintain & copy distribution to plant Managers & MTM
•Coordination and handling of distributor’s Complaints. Public dealing with distributors, vendors & Customers
•Timely movement of mails and follow up correspondence and record keeping. For eg with MTM / plants & to other regional locations.
•Travel / Visa arrangements claims & other reimbursements like medical & entertainment.
•Typing / dictation
•Pakistan Institute of Petroleum Correspondence, eg members, dinners or AGM etc
•Allowance Planning of Sr. Executives for traveling abroad as per company policies.
•Taking Phone calls & arranging appointments.
•Diaries & calendars greeting cards distribution accordingly - contact list maintained for staff.
•Leave record Management.
•Liaise and management of seasonal arrivals such as greeting cards & dairies / calendars: (from compiling the order - shipment & distribution) -yearly or seasonal.
•Also keep inventory of Shell souvenirs stalk. Pen, key chains, clocks etc.
•Maintain & update contact lists.
•Personal file management; Credit card bills etc.
Job responsibilities as Business Support
•Assist staff with travel arrangements - including appropriate visa applications and passport updates - serve as the travel focal point for department.
•Handle department correspondence - appropriate Shell letterhead.
•Keep files and documents for safety and confidentiality, sending faxes and scanning.
•Maintain correspondence, records and confidential files of the respective functional managers and manage the screening of all their telephone calls.
•Deal with confidential material with the utmost discretion.
•Assist with office supply/ printer report/ repair problems with printers and copier, order equipment supplies etc
•Supervise the mailboxes, fax machine, printers and photocopiers relating to the business center and ensure that all business machines are effectively serviced and maintained in good working condition.
•Book meeting rooms for members of staff on the electronic booking system
•Answering phones, taking messages as backup for others administrative assistants (Telephone Operator cum receptionist & Admin Support).
•Countrywide Courier Management
•Maintain leave records for staff, on monthly basis.
•Reconciliation of data received from and given to the courier companies.
•Greeting & directing visitors
•Assist staff with correspondence wherever required. This involves independent drafting of letters, memos, etc. Also dealing with suppliers, vendors, customers & company shareholders.
•Ensure that incoming mail received from the courier and outgoing mail received from staff is placed correctly in the respective mailboxes for effective access and delivery.
•Check daily emails, accept and reply to enquiries received through telephone and emails
•Manage multiple detailed tasks and conflicting demands within agreed priorities and deadlines
•Managing of routine business meeting schedules, agenda, pre-reading collation etc.
•Manage all HSE matters in line with Shell Gas LPG’S policy and guidelines (HSE, MS). Ensure awareness of and compliance with Shell Gas LPG's safety standards and requirements. Also updating of the HSSE Notice Board regularly.
•Updation of AB-07 (Vendor/Company Registration Forms.)
•Also worked on Shell Recruitment information system. (Updating of Cv’s in the Shell Data Base).
Job responsibilities
Customer dealing & handling phone calls
Balance Daily Accounts
Letters Corresponding
Keep files and documents for safety and confidentiality
Sending Faxes
Handling Stationary & Photocopies