Executive Secretary
King Fahd University of Petroleum & Minerals
مجموع سنوات الخبرة :19 years, 7 أشهر
• 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.
• Prepare monthly reports and provide and effective recap of previous year performance and review same.
• Develop and implement an operational plan for reservation and provide forecast to executive management.
• Design various innovative marketing strategies to increase sales for all product launches.
• Maintain all activities related to product marketing and provide support to sales and establish effective marketing communication.
• Develop and maintain good professional relationships with main accounts and strategic partners of company.
• Coordinate with marketing team to determine international marketing application and ensure compliance with company’s rule.
• Analyze and identify appropriate partner for each product in geographic market.
• Monitor and recommend improvement to sales plans to achieve all key business objectives.
• Provide new business setups and implement same for new product lines and ensure growth.
• Provide and implement various company pricing policies.
• Design sales contacts for all vertical markets.
• Maintain efficient relationship with all national & international customers.
• Establish sales campaigns targeted at specific vertical and product markets.
• Administer sales pipeline and improve opportunities for sales.
• Assist global agents with technical backup, project implementation for all marketing strategies.