Executive Assistant for the Board
KAF Investment Group
Total years of experience :23 years, 8 Months
Performs a variety of specialized, complex, and confidential administrative assistance duties to the Board and the CEO with the day-to-day business of the organization including scheduling meetings and maintaining director's calendar, preparing correspondence, coordinating travel, other related functions.; Assembling and distributing Agendas and Board Packets, and notifying the public and employees of the Board's actions.; Attends on-and offsite meetings of the Board of Trustees.; Prepares or edits prepared minutes for regular and special meetings of the Board of Trustees and its committees and oversees their posting/distribution;
Implements and maintains a system of filing and indexing for official records and actions of the Board of Trustees.; Prepares and edits resolutions, and official correspondence by members of the Board of Trustees using a variety of software applications.; Obtains, compiles, and organizes information requested by members of the Board of Trustees on a wide variety of District matters.; Schedules appointments, meetings, and other commitments for individual members of the Board of Trustees.; Informs members of the Board of Trustees of important matters arising in their absence and directs their attention to significant correspondence or matters requiring their attention.; Screens telephone calls and visitors to the Board of Trustees Office for urgency and nature of business; refers calls and visitors to appropriate staff/offices or personally responds to routine inquiries.; Receives office mail and reviews items for nature of business and urgency; directs items to members of the Board of Trustees and/or appropriate staff or personally responds to routine matters.
Drafts and/or edits correspondence such as letters, memoranda, personal acknowledgements, routine reports, and other materials based on verbal instructions or upon own initiative using word processing, spreadsheet, and desktop publishing software.
Reviews outgoing correspondence, reports, and publications for grammar, sentence structure, format, attachments, continuity of text, and compliance with applicable laws, rules, and procedures.
Maintains business files for individual members of the Board of Trustees.
• Draft and edit correspondence, communications, presentations and other documents on behalf of the Assistant CEO/ Manager of Medical Department.
• Monitoring process involved within the system to ensure job management, competence and performance during the manufacturing of the product or service to ensure it meets the quality plan as designed.
• Established a good quality management system and the assessment of per departments activities and workflow.
• Redesigned / Monitoring workflow of the Customer Service, Policy Admin, Reconciliation & Collection Departments.
• Organizing the office layout and ensures the liaison officer maintains the supplies of stationery and equipment
• Organizing the office layout and maintained supplies of stationery and equipment
• Improves systems by studying current practices; designing modifications.
• Maintains system protocols by writing and updating procedures.
• Maintains user confidence and protects operations by keeping information confidential.
• Maintains professional and technical knowledge by attending educational workshops; reviewing professional publications; establishing personal networks; benchmarking state-of-the-art practices; participating in professional societies.
• Contributes to team effort by accomplishing related results as needed.
• Recommends controls by identifying problems; writing improved procedures.
• Preparing Trainings for the newly on-board employees and refreshers to the staff
• Successfully conducted training to Saudi staff on QMS and CQI basic.
Managed and gained long term service commitments from assigned accounts
Ascended more than hundred employees on 30 key accounts/projects (local and multinational companies) locally and from abroad
Achieved business plan targets whilst maximizing profits at the desired margin
Responding to RFPs within the existing account to continuously gaining business
Developed client relationships at a senior and technical level
Prioritizing a highly varied workload
Planning and developing bespoke system and strategies to achieve customer's satisfaction
Acting as the link between the customer and the company; Communicating business relevant information and providing structured feedback to senior management
Utilizing marketing resources to drive account retention and growth
Maintains data of all existing resources and those who left the projects;
Monitoring monthly payroll
Ensure compensation and benefits for resources are in line with Company policies and updated Government Regulations
Relaying policies to clients according the Saudi labor laws.
Slashed payroll/benefits administration coasts 30% by negotiating pricing and fees, while ensuring the continuation and enhancement of services.
Maintains the company’s financial records, including establishing Zeyadah Int’l. bank account/s
Takes and record accurate minutes of all Executive Board meetings and other Committee meetings, as requested by the Zeyadah Int’l. Chair- all general sessions of the meetings of the Zeyadah Board
Prepare and distribute timely documents, minutes, and memorandums to keep Zeyadah Int’l. members apprised of Conference matter.
Actively pursue prospective meeting locations for Zeyadah Group meetings, and searches out and makes on-line site inspections of hotel/motel accommodations suitable to guests or company’s representative/s needs, in consultation with the Program Chair
Coordinate with local and international contacts; prospective and existing investors, brokers, likewise the internal members of the board & staff
Worked with the local arrangements to provide administrative, clerical support and assures adequate equipment available at the office
Arrange draft contracts and agreements, POAs, Authorization Letters, Business Proposal/s, and handles correspondences in behalf of the Chairman
Systematized documentations of each project and transaction;
Handling Chairman’s itinerary and securing confidential documents of the Chair
Provided recruitment and administrative functions
Performs other related tasks as requested by the Chairman or Executive Board.
Manage and maintain President & CEO’s calendar including scheduling appointments, internal/external meetings and conference calls; Coordinate President & CEO’s travel itineraries, flights, hotel accommodation, rental car and other travel needs
Draft and edit correspondence, communications, presentations and other documents on behalf of President & CEO
Completed monthly expense reconciliation for President & CEO’s corporate credit card and out of pocket expenses
Secured appropriate signatures and track documents through the approval process on behalf of President & CEO
Served as a liaison with internal staff at all levels
Interact with external partners as well as GIB leadership, Operations on various projects such as new employee on boarding, GIB's Board calendar planning and staff communication
Prepare agendas for meetings, briefing materials and presentations as needed to support the President & CEO;
Provided administrative support to President & CEO in order to increase his availability for executive level responsibilities.
• Developed new administrative systems, such as record management; recording office expenditure and managing the budget
• Using a range of office software, including email, spreadsheets and databases; managing filing systems
• Organizing the office layout and maintained supplies of stationery and equipment
• Ensured the maintaining condition of the office and arranging for necessary repairs
• Organizing and chairing meetings with staff; overseeing the recruitment of new staff, sometimes including training and induction
• Guaranteed adequate staff levels to cover for absences and peaks in workload, often by using temping agencies
• Promoted staff development and training; implementing and promoting equality and diversity policy; holding meetings with senior management to review performance.
• Assisting OP in planning restaurant events, marketing strategies and promotions.
Using a range of office software, including email, spreadsheets and databases; managing filing systems
Developed new administrative systems, such as record management; recording office expenditure and managing the budget
Organizing the office layout and maintained supplies of stationery and equipment
Ensured the maintaining condition of the office and arranging for necessary repairs
Organizing and chairing meetings with your staff; overseeing the recruitment of new staff, sometimes including training and induction
Guaranteed adequate staff levels to cover for absences and peaks in workload, often by using temping agencies
Implemented the staff appraisal/assessment
Promoted staff development and training; implementing and promoting equality and diversity policy; holding meetings with senior management to review performance.
Ensures the day-to-day processes are carried out in the store
Manages the records for product inventory, salespersons, goods for display, sales, etc
Upheld all controllable budget lines, making cost saving recommendations where necessary
General liason with the retail field based item from merchandising, purchasing, payments and receiving of the goods
Resolved several queries and collate feedback from both Head Office and field based teams
Increase efficiency within the administration procedures within our store and head office
General adminitrative task
Assisting HR Executive on recruiting employees
Organize CEO’s calendar; prepare all necessary for the Board General Meetings
Successfully organized Trade and Fashion shows
Organize necessary documents for travelling of buyer and the CEO, from booking, visa assistance, hotel accommodation on destination, etc.;
Slashed almost 20% on season’s budget with the CEO and the assigned Buyer without sacrificing the performance of the store
Secure petty cash and coordinate office expenses with the CEO and the Finance Dept
Correspond with the vendors/designers/suppliers and delegating specific task per department and monitoring the progress of each.
Achieved 100% surge of students population during 2005-2006
Design the process formulating, managing, negotiating and evaluating alliances
Provide practical tools for establishing a global strategic standpoint, even with limited time and resources
Designing a successful implementation plan
Receive feedback from the others and returning comments to the organization with an effective plan for moving ahead
Anticipate competitors’ moves during the planning stage
Discover a number of tools and concepts to manage competition
Organized succesful school events
Assembled several school groups/ organizations/ clubs
Relieve teacher during absence in teaching English subject and values education
Prepare weekly lesson plan
Submit quarterly students’ grading sheets to the Principal and report cards to students
Assigned to the inbound service, also receiving calls from the customers to take their concerns and complaints
In-charged of running and managing the call center daily
Set targets for all other call center agents to meet up with schedule and organize shift patterns for other team members to ensure that customers are never left unattended to
Understand all organization’s products, services, procedures and guidelines and communicate same to all team members
Monitor all calls to ensure that due procedures and quality standards are strictly adhered to
Organized several training sessions for existing and new agents
Recommend and purchase gadgets to enhance job performance at the call center
Conduct regular review of all call center agents performance and organize training sessions for under performers
Submit regular reports to management and seek new ideas and strategies to improve performance at the center
Keep up with trends and happenings in the industry and ensuring adherence to industry standards
Ensure that clients are kept happy and satisfied at all times by providing prompt response and solutions to their challenges at all times
Ensure a safe and harmonious working environment for all other team members and delegate duties to all team members
Implementing team building activities to the team and assigned to the supervision on the group.
Assist the director/producer performers/artists for the TV programs to uphold the setting, backdrop, and props
Organize the schedule of the programs and monitoring the needs of the set and the casting staff
Research stories for documentary program
Writing research in a report form for approval and editing.