Oversee and manage Secretary/COO’s daily schedules; manages the Secretary/COO’s calendars / facilitates communication within the organization; coordinate conference calls, prioritize and prepare working papers for upcoming meetings; schedule meeting arrangements and collect relevant data for meeting and timely informing the Secretary/COO.

Correspondence (Writing letters and following up) with International, Government and Local Bodies.

Preparation and Circulation of Notice, Agenda and Working papers for Executive Committee and Council. Uploading of Working papers on website.

Coordination with Council Members for meeting. Communicating Council Decisions to relevant departments and follow up on work being done and preparing implementation report with status to be presented in the Council Meetings.

Regular Updating on software designed by ICAP to upload (data entry) the minutes of previous meetings held

Preparation of minutes/taking notes during meetings as assigned by Supervisor.

Submission of nominations of ICAP Council Members at International Bodies every year.

Assist in other assignments assigned by the supervisors.

All secretarial related work

Job responsibilities while assisting the CEO
• Calendar Management for CEO
• Other meeting invitations from CEO’s calendar (Email)
• NOC negotiations, itinerary planning & correspondence from Interior Ministry for Foreigner Executives visiting Pakistan.
• Update the running office files and close the files with proper record closing procedure in chronological order.
• Event Management (Executive lunch & official Dinners etc. Invitations, guests list etc)
• Scheduled, un-schedule tasks assigned by CEO / Reporting Manager as per working requirements.
• Base stock (Refinery Prices) file maintain & copy distribution to plant Managers & MTM
• Coordination and handling of distributor’s Complaints. Public dealing with distributors, vendors & Customers
• Timely movement of mails and follow up correspondence and record keeping. For eg with MTM / plants & to other regional locations.
• Travel / Visa arrangements claims & other reimbursements like medical & entertainment.
• Typing / dictation
• Pakistan Institute of Petroleum Correspondence, eg members, dinners or AGM etc
• Allowance Planning of Sr. Executives for traveling abroad as per company policies.
• Taking Phone calls & arranging appointments.
• Diaries & calendars greeting cards distribution accordingly – contact list maintained for staff.
• Leave record Management.
• Liaise and management of seasonal arrivals such as greeting cards & dairies / calendars: (from compiling the order – shipment & distribution) –yearly or seasonal.
• Also keep inventory of Shell souvenirs stalk. Pen, key chains, clocks etc.
• Maintain & update contact lists.
• Personal file management; Credit card bills etc.

Job responsibilities as Business Support

• Assist staff with travel arrangements – including appropriate visa applications and passport updates – serve as the travel focal point for department. Served as Protocol officer whenever necessary.
• Handle department correspondence – appropriate Shell letter

Customer dealing & handling phone calls
Balance Daily Accounts
Letters Corresponding
Keep files and documents for safety and confidentiality
Sending Faxes
Handling Stationary & Photocopies