Zainab AlShafai

in a fast paced environment, giving full
administrative and secretarial support to the CEO and
support other members of the executive management team.
Maintain CEO’s calendar plan and schedule meetings,
conferences and travel.
Duties:
 Provide general secretarial administration support to
CEO.
 Organizing meetings and take minutes for meetings
where relevant.
 Liaising with other staff regulatory authorities, suppliers
and clients etc.
 Responsible for answering & screening telephone calls
& face to face enquiries.
 Making appointments and arranging travel and
accommodation.
 Raising purchase orders, expense claims and
arranging invoices.
 Maintaining and enhancing the working environment of
the department.
 Carrying out routine administrative duties like
photocopying and filing etc.
 Writing reporting and briefing papers and making
presentations.
 Dealing with incoming emails, faxes and post.
 Producing board meeting papers, agendas, and
facilities for meetings.
 Responsible for stationery acquisition including
periodicals and subscriptions.
 Handling confidential information in line with the firm’s
data security protocols.
 Looking after CEOs office.
Eastern Region - Saudi Arabia

• Ensured compliance with Saudi labor law and social insurance regulations, with proficiency in
government HR platforms (Qiwa, GOSI, Mudad, Saned).
• Developed and implemented HR policies and procedures aligned with regulatory standards.
• Oversaw payroll preparation, validating salary data, allowances, and deductions for accuracy.
• Managed recruitment activities including CV screening, interview scheduling and employment contracts.
• Coordinated training and development programs to enhance workforce skills and performance.
• Supported performance appraisal processes by preparing evaluations and management reports.
• Monitored employee attendance, leave records, and contract administration to maintain compliance.
• Addressed employee inquiries regarding HR policies, benefits, and workplace procedures.
• Maintained organized and up-to-date employee files and personnel records.
• Prepared periodic reports and supported the HR Manager in executive meetings and decision-making.

• Directed Human Resources and Administration functions across four branches and operational locations.
• Led workforce planning, recruitment, onboarding, personnel administration, employee relations, and performance
management activities.
• Supervised HR and Support Services teams, including team leaders and operational staff.
• Oversaw payroll review and workforce administration activities supporting a monthly payroll budget of
approximately SAR 1.9 million.
• Managed employee contracts, probation evaluations, promotions, transfers, disciplinary actions, and employee
separations.
• Administered medical insurance, leave management, attendance controls, and personnel documentation.
• Ensured compliance with Saudi Labor Law, GOSI regulations, and government requirements.
• Managed workforce records and HR operations through Oracle ERP and government platforms.
• Prepared executive workforce reports, manpower updates, compliance reports, and management dashboards.
• Supported executive leadership with workforce planning and employee-related decision-making.

• Supported executive leadership in strategic planning, governance activities, and business operations.
• Prepared executive reports, presentations, and briefing materials to support strategic decision-making.
• Managed stakeholder engagement and communication with internal departments, regulators, suppliers, and key
business partners.
• Coordinated board and executive meetings, ensuring accurate documentation, action tracking, and follow-up.
• Streamlined executive office processes and maintained confidential corporate, governance, and personnel records.

Responsible for providing secretarial and administrative
support to all parts of the business. Other tasks include
covering the reception area, meeting and greeting visitors,
answering their queries and dealing with deliveries.
Duties:
 Screening calls and taking messages.
 Filing, archiving, photocopying, scanning and faxing
documents.
 Creating invoices, filing receipts and dealing with all
financial documentation.
 Answering and dealing with incoming and outgoing
telephone calls.
 Making travel and accommodation arrangements for
Company Directors and senior managers.
 General ad-hoc duties such as ordering stationary, and
tidying the office area.
 Preparing correspondence and documents from digital
dictation.
 Handling confidential information in line with the firm’s
data security protocols.

• Provided executive-level administrative and secretarial support to senior management.
• Coordinated travel arrangements, meetings, and financial documentation.
• Managed correspondence, filing systems, and confidential records to ensure smooth office operations.