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About Candidate
As an Executive Secretary with a Bachelor’s Degree in Business Administration majoring in Management, I take this principle to heart in everything I do. With years of experience supporting high-level executives, I have developed a strong foundation in administrative excellence, time management, and corporate communication. My role requires high professionalism, confidentiality, and attention to detail — all while keeping the organization running smoothly behind the scenes.
Here’s what I bring to the table:
– Professional Communication: I maintain a polished, courteous, and confident communication style, both verbal and written, making sure every interaction reflects the integrity and image of top leadership.
– Organizational Skills: From managing calendars, meetings, and travel arrangements to handling confidential documents, I ensure every detail is precise and efficient.
– Decision-Making Support: With my background in Management, I understand business priorities and provide informed support that helps executives make timely, strategic decisions.
– Adaptability & Discretion: I am quick to adapt in dynamic environments, and I handle sensitive matters with utmost discretion and trust.
– Team Coordination & Office Management: I liaise between departments, clients, and leadership — creating a smooth workflow and keeping operations on track.
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Administrative Support: • Manage executive calendars, schedule meetings, and coordinate appointments across time zones. • Handle incoming calls and prepare and disseminate correspondence, memos, and forms. • Prepare meeting agendas and presentations, take detailed notes, and distribute minutes promptly. (e-mail, letters, packages, etc.) • Monitor the timely payment of utility bills for office and private residences, such as Etisalat, DEWA, and SEWA. • Reminding him to take his medicine, check his medicine if necessary, and have his monthly check-up. • Manage sensitive and confidential information with the utmost care and attention to detail. • Draft, review, and organize official documents and reports, and take minutes of the meetings and distribute for necessary action. • Maintain records with precision and ensure timely follow-ups. • Creating Tax invoices, Quotation, LPO, & Filing documents • Update the Manpower list and their designated files, hard copy/soft copy • Handle Petty Cash allocation and petty cash report • Ensure all property documentation is organized and up to date (e.g., insurance, licenses, compliance with local regulations). • Develop & implement a strategy for internal gatherings/togetherness moments Travel Booking and Reservations Management: (LOCAL & INTERNATIONAL) • Manage bookings through online platforms, ensuring proper scheduling and availability of the property. • Liaise with guests, agents, and external vendors to confirm reservations and special arrangements. • Monitor bookings and cancellations, adjusting rates as needed to optimize occupancy. • Prepare and send booking confirmations, invoices, and receipts to guests. • Arrange Transportation • Arrange domestic and international travel, including flights, accommodations, and itineraries. • Process expense reports and ensure compliance with company policies. • Ad hoc or recurring organization of events for Directors - seminars, key visits, celebrations Communication & Coordination: • Act as a primary point of contact for entities, clients, and stakeholders. • Assist with public speaking engagements, presentations, and other communication needs. • Build and maintain strong relationships with internal and external contacts. • Conduct analyses and oversee administrative operations related to budgeting, contracting, project planning, and management processes
• Monitor and track employee leave requests (vacation, sick leave, in lieu) and obtain necessary approvals from line managers. • Assist the Creative and Marketing departments with event coordination, including obtaining permits, managing suppliers, and overseeing payments. • Responsible for Overall Control of documents for all projects in close coordination with the engineers and Admin Managers. • Arrange corporate events, organizing conferences, seminars, and presentations in Saudi Arabia & internationally. • Event Planning: Coordinate with vendors, venues, and guests to help organize events, dinners, or social gatherings. • Directing internal/external calls and emails to designated departments/persons. • Experienced in handling Business visa applications for various countries and booking hotels/cars through online portals within Saudi Arabia and internationally. • Experienced in answering phone calls, email follow-ups, taking minutes of corporate meetings, and drafting email responses on behalf of the MD. • Received and transmitted all documents to Struckton and Samsung, such as drawings, technical bid evaluation, IPC, Technical Queries, Monthly reports, Weekly reports, Letters, and Transmittals such as Procedures, Inspection reports, and Pre-Inspection Meetings. • Answer email (50/100 emails/day), Phone-in, and walk-in queries from different Organizations, Clients, site manpower, etc... • Managing documents such as Shop Drawings, Submittals/Logs, Monitoring Sheets/Reports, Requests, Requirements, Letters, etc.
• Arrange the Hotel for VIP guests and some other functions(e.g.; Board of Directors Meetings, Executive Meetings, Internal Meetings, Etc.) In our major clients(SAUDI ARAMCO-KSA, PDO-OMAN, PETROPAC-KSA, PETROGAS-UAE, YEMEN ENGINEERING CO.-YEMEN, HANWHA-KSA) • Serves as a primary point of direct administrative contact and liaison with other offices, individuals, and external institutions and agencies on a range of specified issues; organizes and facilitates meetings, conferences, and other special events, as required. • Arrange Business Class air for Business Meetings and check the hotel and food for their entire stay. • Arrange the vehicle for their arrival in the kingdom from a business trip, and make sure the driver is on time. • Provides confidential secretarial and administrative support for the principal executive or executives, including managing the schedule/calendar, making travel arrangements, screening, and handling telephone communications, greeting, and directing visitors, and dealing with administrative problems and inquiries as appropriate. • Composes and prepares written documentation and correspondence for the office; screens and evaluates incoming and outgoing correspondence and prepares responses as appropriate. • Coordinates and oversees the day-to-day management of supplies, equipment, and facilities for the organization, as appropriate, including maintenance, inventory management, logistics, security, and related activities. Take a Minute of the meeting and arrange the meeting room and the essential documents needed for the meeting.
• Arranging domestic and international travel, arrangements, and preparation of itineraries and insurance documentation for the local management team including weekly movements schedule. • Preparing and amending where necessary HR documents, i.e., Applying and monitoring medical insurance. • proper documentation for Visa application, Visa Cancellation, and transfer. • Responsible for maintaining the confidential employee file, proper and organize filling up to date for each of employee. • Consulting with the employer and identifying employment needs • Reviewing and renewing company policies and legal compliance • Organizing and maintaining employee files and records, and information in a secure, useful, and easily retrievable manner. • Processing new visa applications and visa renewals. • Being the first point of contact for employees on any HR-related queries • Assisting with payroll by providing the department with relevant employee information, i.e., holiday and sick days taken • Scanning, uploading of Passports & updating - New Labor Cards - New Emirates ID Cards, New Labour Contracts, and new Residence visas – Medical Reports – Photos – Certificates, etc. • Responsible for typing correspondence, reports, and other documents related to Engineers and laborers. Keeping all the confidential files accordingly. • Responsible for processing security clearance for an offshore, Travel card, and medical for ADMA clearance, same with ADGAS and ZADCO Travel pass. • Updating Engineers in DAS Island Project and Borouge and Zirku Project accordingly. • Monitor the expiration of travel cards and security passes of all laborers to avoid delays in work. Make a booking for a laborer for ADMA HSE Induction as per the application standard requirements in ADMA and ADGAS. • Monitors and coordinates accounting activities as appropriate and prepares internal reports for management; participates in budget planning and management, as required.
