Executive Secretary
Saipem
Total years of experience :15 years, 7 Months
Responsibilities:
Act as the manager's first point of contact with people from inside and outside the organization.
Create spreadsheets and presentations for corporate executives.
Prepare documentation, formatting resumes for Tender proposals.
Compose letters, official e-mails and other correspondence. Produce documents, briefing papers, carry out background research and present findings into subjects the manager is dealing with.
Review and proofread documents for executives’ signatures.
Register incoming and outgoing documents from and to clients, consultants and subcontractor, make sure they receive relevant documents and make sure copies of relevant documents are held.
Organize the scheduling of meetings, conferences, and events; distributed minutes for them.
Purchase office equipment and supplies - contacted vendors and subcontractors.
Personal assistance to Manager.
Interact with organizational staff, executives, clients, vendors and visitors on a daily basis.
Answer telephones and transferred calls to appropriate staff members.
Organize travel arrangements, hotels/cars and travel expenses reports for executives, employees and various company clients.
General services management.
Creating Purchase Orders for Procurement Department, Work Orders, Delivery Orders and Service Entries for Finance Department in SAP system.
Knowledge of EMC Documentum Capital Projects, submission of documents thought Capital Projects System on behalf of the Project Director and Site Managers.
Responsibilities:
Provide assistance to the Programme Director as required or as requested.
Schedule meetings for the PD especially the fortnightly progress meeting.
Perform Aconex processing activities for the Project Management; draft letter, draft design/document review. Copying & recording all outgoing PM draft.
Handle confidential correspondences such as Invoices of the Engineer Team.
Responsible in handling Route 2020 Timesheets.
Responsible for letters to the Client for the purpose of CV submissions for approval and introduction of new staff.
Update Engineer’s Team Mobilisation List and Team Organization Chart, Contract and Internal organization chart.
Organising Engineer Team Sick leave and Vacation leave.
Copying & recording all Incoming Docs / Letter for the Project Management Team and distribute.
Perform other administrative works or office duties as required by the Programme Director or his delegate.
Handle confidential information.
Providing HR support across all processes.
Organize the scheduling of meetings, conferences, and events; distributed minutes for them.
Compose letters, official e-mails and other correspondence. Produce documents, briefing papers, reports and presentations, carry out background research and present findings into subjects the manager is dealing with.
Prepare documentation, formatting resumes for Tender proposals.
Assist the Senior Project Controls Manager in the preparation of the Monthly and Bi-Weekly Project Progress Reports and Project Risk Register pushing to ensure that all are submitted on time.
Help and assist the Project Business Manager and accounting department in the preparation of Monthly Invoices, check requests and expenses reimbursement.
Handle all administrative tasks: schedule travel arrangements, interviews, client and staff meetings, answer phones, file and fax correspondence.
Successfully handle all arrangements for the Quarterly Corporate Board Meeting. Including the Designing and subsequent Compiling of the Quarterly Project Report for the Board of Directors.
Assist employees with obtaining EXPO Security Access passes.
Keep good relationship with customers by giving good service.
Keep the customers details in their own file for reference in future.
Welcoming and checking in guests as well as processing group arrivals
Keeping all hotel services, products, special promotional offers, prices as well as VIP and special events up to date and relevant
Checking out leaving guests at the hotel’s accounting section
Seen as the major interaction point between guests, dealing with inquiries and complaints
General switchboard tasks and taking reservations
Projecting professionalism with emphasis on guest service and hospitality
Maximizing sales and revenues by aggressively marketing programs and selling services to prospective customers
Responsible for: counting CG balance and allocating shipments in the aircraft. Controlling loading and unloading cargo, final check all locks.
Duties included performing general accounting duties, work with administrative documents, allocating rooms, check in and checkout guests.
Diploma in Human Resources
