Jeddah, Makkah, Saudi Arabia
Experienced Executive Assistant To Chief Executive Officer with a demonstrated history of working in the internet industry. Skilled in Management, Clerical Skills, Teamwork, Invoicing, and Ticketing Systems. Strong administrative professional with a Bachelor of Science (B.S.) focused in Computer Science from Adamson University.
• Preparing correspondences for the CEO and distributing the same. • Preparing different reports as requested by the CEO. • Arranging travel plans which includes air ticket, hotel reservation and car rental if needed. • Arranging and attending meetings and taking minutes. • Coordinating between the CEO and other company managers. • Assisting the HR Manager in all governmental documents needed by the employees such as renewal of Iqama, work permits, change of profession, GOSI registration, issuance of exit/re-entry visa, and other other HR and governmental matters. • Monitoring of attendance, holidays and other leaves as applied by employees. • Keeping and maintaining of all HR records such as employee’s file. • Keeping and maintaining all company business documents. • Assisting the Finance Dept. in payment preparations and keeping records of financial transactions and bank balances. • Supporting other department in maintaining their files and other secretarial works.
• Prepare correspondences for the Executive Manager. • Prepare Monthly Management Report to Executive Board Members & Shareholders. • Arrange appointments and confirming the same, for the Executive Manager with the clients; and travel arrangements. • Prepare Minutes of Meetings. • Prepare presentation materials, company profile/brochure and pre-qualification documents for distribution and submission to prospective Clients. • Arrange meetings and functions. • Manage electronic files as well as hard files. • Prepare and send company documents to project sites, clients and subcontractors. • Provide assistance/support to other department managers. • Liaise between the owners/shareholders (Arabian Bemco Co./PT. TJE) and other clients/subcontractors. • Data entry of new employees as well as timecard/timesheet of employees in the admin./payroll system. • Monitor employees’ vacation/final exit application and facilitate the issuance of visa and reservation of their air tickets; also their supposed return as per the approved vacation application. • Monitor the movement of manpower (site transfer) and prepare report as per location, nationality and category/position. • Coordinate with agencies in different countries for the company’s recruitment process and follow-up the progress. • In-charge of maintaining and safekeeping of all projects’ quality documents in Head Office in adherence to ISO standards and specifications. • Coordinate with Quality Management Representative in making sure that all Quality Management System (QMS) Procedures are up to date and relevant to current company operation and set-up. • Auditing the Company’s different Departments/Sections to make sure that all are functioning according to QMS Procedures as per ISO standards.
• Assist the President/Owner in his daily business undertakings • Arrange the President's meetings and prepare the things he needs • Prepare and update all employees’ file • Make sure that all passports, iqamas, work permits & project IDs of all workers are up to date and do the necessary to renew, if found soon to expire • Assist the engineers on bid preparations for future projects (i.e. Saudi Aramco, SEC and SABIC) • Maintain project files, detailing all material cost, manpower cost and progress as well as assisting the project engineer in coordinating with the client for the smooth completion of the project • Check the price of materials needed for all projects and purchasing it afterwards • Make sure that all workers are provided tools and equipment necessary for their job • Make timesheets for employees and assist the accountant in preparing the payroll; and distribution of the same afterwards • Prepare invoices for all projects completed and for manpower supplied to other company and follow-up the payments • Prepare the documents needed if an employee will go on vacation or final exit (visa stamping, booking of airplane ticket and purchasing afterwards) or will go to hospital for treatment • Prepare the statements for all utilities that the company has to pay (fuel for vehicles, materials purchased, telephone, electric and water bills) • Prepare the company profile book to be distributed to prospective clients • Updating the company website • Introduce the company to prospective clients