Executive Secretary
Al Khayyat Contracting and Trading (Urbacon Trading & Contracting)
Total years of experience :14 years, 4 Months
• Provide administrative and clerical support to Directors.
• Schedule meetings and arrange conference rooms.
• Alert Directors and Managers about cancelations or new meetings.
• Manage travel and schedule.
• Handle information requests.
• Prepare correspondence and stuff mail into envelopes.
• Arrange for outgoing mail and packages to be picked up.
• Greet and receive visitor.
• Prepare confidential and sensitive documents.
• Coordinates office management activities.
• Determine matters of top priority and handle accordingly.
• Prepare agenda for meetings.
• Helps prepare office budget.
• Plans events and volunteer activities.
• Maintain office procedures.
• Coordinate travel arrangements; prepares itineraries; prepares, compiles and maintains travel vouchers and records.
• Operate office equipment, such as photocopy machine and scanner.
• Coordinate committees and task forces.
• Relay directives, instructions and assignment to executives.
• Receive and relay telephone messages.
• Direct the general public to the appropriate staff member.
• Maintain hard copy and electronic filing system.
• Provide administrative and clerical support to Directors.
• Schedule meetings and arrange conference rooms.
• Alert Directors and Managers about cancelations or new meetings.
• Manage travel and schedule.
• Handle information requests.
• Prepare correspondence and stuff mail into envelopes.
• Arrange for outgoing mail and packages to be picked up.
• Greet and receive visitor.
• Prepare confidential and sensitive documents.
• Coordinates office management activities.
• Determine matters of top priority and handle accordingly.
• Prepare agenda for meetings.
• Helps prepare office budget.
• Plans events and volunteer activities.
• Maintain office procedures.
• Coordinate travel arrangements; prepares itineraries; prepares, compiles and maintains travel vouchers and records.
• Operate office equipment, such as photocopy machine and scanner.
• Coordinate committees and task forces.
• Relay directives, instructions and assignment to executives.
• Receive and relay telephone messages.
• Direct the general public to the appropriate staff member.
• Maintain hard copy and electronic filing system.
• Manages and organizes all incoming/outgoing documents and correspondents.
• Responsible for performing edits on documents and correspondents before submitting them for approval in order to prevent specific forms of company documentation from being disqualified.
• Keeps track of all records such as correspondents, cargo shipments, personnel records and official memorandums in hard and soft copy.
• Guiding and managing professionally the existing team in the office especially the General Manager and Sales Manager in attaining their daily tasks.
• Coordinate and follow up all tasks and issues professionally with the suppliers and clients
• Preparing Quotations and Invoices.
• Keep Invoice Record up-to-date
• Answering telephone calls.
• Manages and organizes all incoming/outgoing project documents, drawings and correspondents.
• Responsible for performing edits on documents and correspondents before submitting them for approval in order to prevent specific forms of company documentation from being disqualified.
• Keeps track of all records such as correspondents, drawings, daily/monthly reports, personnel records and official memorandums in hard and soft copy.
• Gathering all the daily activities of each Senior Engineers in all area of the project for the daily report.
• Prepares and submits Daily Report in a timely manner.
• Guiding and managing professionally the existing team in the office especially the Project Managers in attaining their daily tasks.
• Coordinate and follow up all tasks and issues professionally with the main contractor.
• Responsible in opening all the tills.
• Handles customer’s payment for goods and services, make change and hand out receipts.
• Issues cash refunds and credit slips to customer.
• Organize all the furniture to be delivered and schedules of delivery teams and trucks.
• Giving out information on the telephone regarding sale, promotion, delivery schedules and complains.
• Must tally the amount of cash in the till with the total sales record.
• Present and sell company product and services to current and potential clients.
• Prepare action plans and schedules to identify specific targets.
• Follow up on new leads and referrals resulting from field activity.
• Prepare presentations, proposals and sales contracts.
• Develop and maintain sales materials and current product knowledge.
• Prepare a variety of status reports including activity, closings and follow-up.
• Identify and resolve client concerns.
• Other duties as assigned.
• Setting up and cleaning the dining area.
• Greeting customers and takes them to their tables.
• Offering beverages and appetizers.
• Taking and serving meal orders.
• Pays attention to the table especially the needs of the customers.
• Taking away soiled dishes.
• Delivering the check and accepting payments.
• Setting up all tables.
• Checking and organizing all the placemats, silverwares, plates, glasses.
• Cleaning and vacuuming the dining area.
• Greeting customers and takes them to their tables.
• Offering beverages and appetizers.
• Taking and serving meal orders.
• Pays attention to the table especially the needs of the customers.
• Taking away soiled dishes.
• Delivering the check and accepting payments.
