Executive SEcretary
King Fahd University of Petroleum & Minerals
Total des années d'expérience :19 years, 7 Mois
• Arranging COE Department Council Meetings and preparation of minutes.
• Receiving mail within & outside KFUPM and opening of it for the Chairman.
• Based on the instructions of the Chairman, preparing replies (drafting/original) memo/letters.
• Keeping track of receiving input from faculty and upon instructions preparation of responses to the concerned department/college.
• Correspondence with MS and faculty applicants by email.
• Making phone calls for the Chairman within and outside Department/KFUPM.
• Preparation of students, faculty, Gas, RAs and staff personal files & keeping their records.
• Preparation of department correspondence files and filing of papers.
• Preparation of attendance sheet forms for short course attendance and name sheet of the short course participants. Preparation of cover sheets for COE short course registrants.
• Preparation of memo/letters for making arrangements for refreshment items, security passes and lunch passes for short course participants.
• Handling of Petty cash for COE short courses.
• Department’s Annual Activities and Summer Sessions’ Activities reports. At the end of each semester updating COE Department Activities Report and at the end of Summer Session preparation of Summer Activities Report.
• Receiving of Early Registration material during each semester and manage to distribute among COE academic Advisors and at the beginning of semester/session organizing the same and distribution of it among COE Academic Advisors.
• Preparation of list of students and their advisors and posting on bulletin board at the beginning of semester/session.
• Preparation of Teaching & Grading Assignments for COE faculty/GAs/RAs.
• Reception of COE students, faculty and guests for the department.
• Stamping of all program notice during the semester/session.
• Keep up-to-date data for all employees
• Managing and supervisor all duties of Government Relations Officer (GRO)
• Preparing all employee related application for GRO
• Paying all government payment/fee using KFUPM tools and company account
• Providing reports to the Chairman
• Communicate with all faculty and staff members for all government requests.
• Keeping all documents required by governmental agencies while processing them, and submitting them to concerned employee
• Coordinate with all agencies for processing work visa
• Coordinate with departments and update them for new hiring status
• Provide report on monthly basis for all government relation processes
• Performing other duties related to the job as assigned by Chairman
• Coordinating with Staff regarding personnel issues related to governmental applications as required
• Communicating with Governmental entities to issue licenses and other related documents as required
• To plan and coordinates arrangements for professional conferences.
• To review, proofread, and edit documents prepared for the Chairman’s signature.
• To take and transcribe dictation on technical and confidential matters from the Chairman.
• To coordinate and facilitate the Chairman's calendar to arrange appointments, meetings, and conferences.
• To recommend actions to be taken on office expenditures such as equipment and supply needs.
• To assist with the establishments, revisions and maintenance of office procedures and policies.
• Based on the instructions of the Chairman preparation of required forms & announcements.
• Tutorial Business every year at the time of the Annual Computer Exhibition.
• At the end of semester/session, upon receipt of transcript/degree plans of graduating students’ preparation of clearance forms for them.
• To make Travel arrangements for the Chairman and other faculty members.
• Any other duty assigned by the Chairman.
• To perform a variety of administrative or executive support tasks that are highly confidential and sensitive.
• To coordinate office management activities for the Director and Chief Executive Officer.
• To research, compile, assimilate, and prepare confidential and sensitive documents, and brief the Director or Chief Executive regarding content.
• To Read and screen incoming correspondence and report; make preliminary assessment of the importance of materials and organize documents; handle some matters personally and forward appropriate materials to the Director and Chief Executive and staff.
• To receive and screen incoming calls and visitors, determine which are priority matters, and alert the Director or Chief Executive accordingly. To make referrals to appropriate staff or provides requested information.
• To inform others of the Director’s or Chief Executive’s position on issues.
• To compose letters and memoranda in response to inquiries.
• To act as liaison between the Director or Chief Executive, subordinates or others, by transmitting directives, instructions and assignments and following up on the status of assignments.
• To produce a variety of documents, charts, and graphs in final form.
• Keep up-to-date data for all employees
• Managing and supervisor all duties of Government Relations Officer (GRO)
• Preparing all employee related application for CEO
• Paying all government payment/fee using Flying Eagle tools and company account
• Providing reports to the Chief Executive Officer (CEO)
• Following up all traffic violation payment and clear it from company record.
• Communicate with all employees and their management for all government requests.
• Keeping all documents required by governmental agencies while processing them, and submitting them to concerned employee
• Coordinate with all agencies for processing work visa
• Coordinate with departments and update them for new hiring status
• Provide report on monthly basis for all government relation processes
• Performing other duties related to the job as assigned by CEO
• Coordinating with Staff regarding personnel issues related to governmental applications as required
• Communicating with Governmental entities to issue licenses and other related documents as required
• To prepare agenda and collect materials for meetings, speeches, and conferences; take minutes and keeps records of proceedings.
• To plan and coordinates arrangements for professional conferences.
• To review, proofread, and edit documents prepared for the Chief Executive’s signature.
• To take and transcribe dictation on technical and confidential matters from the Chief Executive.
• To coordinate and facilitate the Chief Executive's calendar to arrange appointments, meetings, and conferences.
• To recommend actions to be taken on office expenditures such as equipment and supply needs.
• To assist with the establishments, revisions and maintenance of office procedures and policies.
• To compile and maintain records, statistical information, and reports.
• To participate in and /or coordinate committees or task forces.
• To establish and maintain various filing and records management systems.
• To make travel arrangements; prepare, compile and maintain travel vouchers and records.
• To operate standard office equipment.
• To performs related work as assigned.
• Responsible for managing a portfolio of international sales, for major high-profile clients and top business leaders;
• Responsible for dealing with all aspects of a business/client campaign;
• Using an existing network of industry contacts to generate revenue;
• Responsible for leading and training other members of the international sales team;
• Responsible for managing the work of sales executives;
• Responsible for leading project management activity;
• Responsible for ensuring necessary actions are undertaken by the sales team;
• Responsible for building a 'territory'; where by the company business grows accordingly.
• Responsible for achieving sales targets set by the senior management.
• Responsible for delivering sales presentations to high-level executives and to attend client meetings;
• Responsible for completing administrative work (like Internal Audit), as required.
• Responsible for pitching for new accounts and attending client meetings maintaining and expanding relationships with existing clients;
• Responsible for delegating work to other members of the company team;
• Responsible for meeting deadlines and prioritizing tasks;
• Responsible for handling budgets and managing campaign costs and
• Responsible for writing reports, keeping records and financial details