Executive Secretary / Office Manager
Investment Trading Company s.a.l.
Total years of experience :22 years, 6 Months
- Maintains office services by organizing office operations and procedures; preparing payroll; controlling correspondence; designing filing systems; reviewing and approving supply requisitions; assigning and monitoring clerical functions.
- Using a range of office software, including email, spreadsheets and databases;
- Managing filing systems
- Organizing the office layout and maintaining supplies of stationery and equipment;
- Maintaining the condition of the office and arranging for necessary repairs;
•Calendar Coordination: maintain, schedule and coordinate GM calendar, transmit customers / employees messages.
•Prepare confidential correspondence; develop presentations and take Minutes of meeting.
•Request the management purchases
•Provide proposal for improvement of the processes that are applied within the company
•Handle all secretarial duties
HR Coordinator:
•Manage & organize the HR department
•Participate in the improvement of the applied procedures and processes
• Developing the organization chart & job description.
•Follow up adequate implementation of the company’s regulations
•Ensure all employees are aware of their responsibilities concerning Labor law and internal policies
•Circulate the internal notes/memos (vacations, insurance, NSSF & processes…)
•Control employees’ attendance, overtime hours & leaves.
•Prepare the payroll on a monthly basis
•Participate in the preparation, implementation & amendment of the training plan. Coordinate with the department/sections to define the training needs.
•Organize the recruitment process; select, screen CV’s & interview applicants
Quality Assurance:
•Perform communication and liaison functions with other departments related to the quality function.
•Organize, maintain and improve quality documentation (procedures, forms & manuals)
Health & Safety Officer:
•Preventing accidents, observing and implementing safety regulation and ensuring fire safety
•Prepare and implement the organization’s Emergency Action Plan and procedure, including response to fire or first aid situations for all areas of the organization, including sites, offices, warehouse, etc …
•Establishing, driving objectives, initiate analysis of any problem encountered, and implement the corrective actions in coordination with the Department Manager
•Performs the following tasks:
oMake presentation & conduct awareness sessions
oProvide Health & Safety Training
oIdentify probable risks
oInspect all activities of the organization
oAttend health & safety meetings
•Calendar Coordination: coordinate and liaise with all the department mangers and arrange and follow up their requirements.
•Arrange meetings and Conferences for the organization to be held in an amicable and facilitating manner.
•Arrange and follow up the hotel bookings for the Department mangers and our relevant guests visiting UAE or vice versa, confining the budget.
•Prepare LPOs and budget drafts while in coordinating with department managers.
•Draft all kind of reports and international Correspondence letters for all departments.
Support the Municipal Regulation Team (consultant)
•Calendar Coordination: coordinate and liaise with the department mangers and arrange and follow up their requirements.
•Arrange meetings and conferences for complete division.
•Update the work and follow up in progress list on weekly and monthly basis.
•Coordinate correspondence between all the teams & the 3 Government municipalities and liaise in drafting the policies and procedures of the Division.
•Screen phone calls.
•Handle and follow up all kind of secretarial and admin jobs.
Support the Brand Team unit will all administration & coordination tasks:
•Calendar Coordination
•Arrange effective meetings
•Update the work in progress list on weekly basis
•Business Travel arrangement
•Organize team outings & activities
•Coordinate correspondence between the team & other external & internal units
•Screen phone calls
•Manage all Finance related correspondence
•Assist in Recruitment process:
- Arrange interviews
- Contact candidates
- Book meeting rooms
- Fill all required forms
- Get & attach all required documents from candidate
•Facilitate meetings: Sales Monthly Meetings
•Prepare all Monthly Sales Reports
- Manpower Report
- Monthly Sales 06 Vs Monthly Sales 07
- Charts for all Sales departments year wise
- Budget Vs Monthly Sales
- Sales Report year Vs Yago year
- Target Vs Achievement route wise
•Handle all secretarial Duties
•Prepare Minutes of Meeting
•Facilitate meetings: Board of Directors, Monthly Managers Meetings and Oil Committee Companies’ Meetings
•Prepare all reports for Fuel Prices, Weekly Performance
•Handle all secretarial duties
•Develop maintenance and contracts for office equipments
•Assist Legal Department
•Assist HR Department:
- Prepare Employee Leave & Records
- Process payrolls: calculate overtime hours
- Calculate Purchasing Expenses
- Prepare Payment Vouchers
- Assist in Recruitment Process
Select & Screen CV’s
•Assist Engineering Department
- Responsible for budget control and estimate costing
- Prepare expense spreadsheets and handle financial statements
•Serve on a tenancy, to a team in computerize the Real Estate Department of the Ministry of Finance
•Responsible for the correction of the computerized registers
•Develop Title Deed and Real Property to owners
•Screen phone calls and give information to callers, take messages, or transfer calls to appropriate individuals.
•Greet visitors and callers, handle their inquiries, and direct them to the appropriate persons according to their needs.
•Locate and attach appropriate files to incoming correspondence requiring replies.
•Develop maintenance and contracts for office equipments
•Handle all secretarial work
•Screen phone calls and give information to callers, take messages, or transfer calls to appropriate individuals.
•Greet visitors and callers, handle their inquiries, and direct them to the appropriate persons according to their needs.
•Locate and attach appropriate files to incoming correspondence requiring replies.
•Develop maintenance and contracts for office equipments
•Handle all secretarial work
- Measure of the knowledge, skills, abilities, and other characteristics of people for a variety of employment-related purposes, such as: - selection for hiring or promotion, - training and development, or - measuring employee satisfaction. - Study the behavior of people in the workplace. - Is concerned with efficient management of an industrial labor force and especially with problems encountered by workers in a mechanized environment.
Human Resource Management Practices. - Introduction to Human Resources - Staffing for Success: Recruitment, Selection, Testing, and Termination - Reward Superior Performance: Rewards, Performance Appraisals, Wage Structures, and Benefits Programs -Training and Knowledge Building: Towards a Learning Knowledge-Based Workforce
- Introduction to Business: study dimensions of business system. - Business English: focus on communication & correspondence. - Office Automation: computer skills. - Office Procedures & Routines: present fundamental principles for completing office work, include techniques for general secretarial duties
Speed Typing English & Arabic
Correspondance Computer & office skills Business english