MOHAMMED ZIAULHAQ

Riyadh, Saudi Arabia- +966*********- ad48oe@r.postjobfree.com

https://www.linkedin.com/in/mohammedziaulhaqksa

Professional Summary

Organized and dedicated Executive, Administrative, and Event Coordinator with 16 years of experience and a proven record of accomplishment in providing exceptional customer satisfaction & meet deadline to the given task in fast- paced environments. Offering keen attention to detail and strong decision-making skills to manage multiple, concurrent tasks. Self-motivated work ethic to perform effectively in independent or team environments. Skills

• Strong communication skills (both verbal and written)

• Excellent interpersonal & problem-solving skills

• Microsoft Office Suite (Word, Excel, PowerPoint and Outlook)

• Prior experience working in PR, PO Ariba SAP

• Experience in communicating with Internal & External stakeholders and Business Leads

• Business Writing, Correspondence & Proofreading

• Data Collection & Data Entry Documentation skills

• Excellent time management, well-organized, and ability to work independently & prioritize tasks

• Strong administrative & Office Management skills

• Familiarity with calendar and email management tools, as well as virtual meeting platforms

• Travel Planning & Follow-up skills

• Ready to Travel whenever it is necessary

• Teamwork & and collaborative leadership skills

• Customer Relations & Service skills

• Experience in Negotiation with Customers & Vendors

• Experience in Budgeting & Cost Saving

• Expense submission & claiming

• Ability to work under pressure and stick to tight deadlines, while maintaining a high level of accuracy

• Attention to detail

• Typing Proficiency 60 WMP alphanumeric typing speed

• Agile to learn and take responsibility with a “can-do” attitude

• Highly Motivated & Fast Learner

Professional Experience

Executive Assistant to VP

AICO - Riyadh, Saudi Arabia

• Welcome visitors in a professional and friendly manner. 05/2023 - Current

• Acting as the administrative point of contact for the team and internal and external clients.

• Answer calls and direct them to relevant teams or individuals.

• Received and sorted incoming mail and shipments to record, dispatch, or distribute to the correct recipient.

• Manage calendars to schedule appointments and support the team by performing tasks related to organization and strong communication.

• Arrange conference calls & virtual meetings.

• Set reminders and send notifications about upcoming meetings & important events.

• Supported company leaders by managing meetings and travel budgets.

• Negotiated contracts with vendors and suppliers for office supplies, equipment, and services.

• Placed purchase orders to maintain adequate stock levels of office supplies etc.

• Arrange all travel logistics for executives & and team by coordinating with agents and suppliers (booking & and issuing itineraries, hotel, transportation & and visas for domestic and international meetings.

• Organize files, create correspondence, and prepare reports and documents.

• Assisted development and implementation of new administrative procedures to drive efficiency and accuracy.

• Maintained excellent customer relationships through timely responses to inquiries and unusual requests.

• Performed research to collect and record industry data.

• Maintain the records of incoming and outgoing emails.

• Assists HR in maintaining employee database on boarding new employees and maintaining employee records, changes in job classifications, contracts, and contact details. Meeting & Event Coordinator 02/2015 - 03/2023

Pfizer - Riyadh, Saudi Arabia

• Develop a work plan and lead initiatives execution, organize, and schedule own workload so that all activities are completed accurately and on time.

• Initiation Event LOG for each event from raising I Engage to closing all related issues.

• High-quality delivery of day-to-day monthly 10-20 regional and International Congresses, Standalone meetings, and Local & and ad-hoc events (incl. e.g., registration, travel, booking hotel accommodation, food and ground arrangements & and visa) covering multiple Business Units.

• Archive all meeting documents & and approvals efficiently and effectively for audit purposes.

• Handling logistics for events owned by the teams, taking place in approved hotels working with company-approved travel-booking agents.

• Implemented contingency plans to address last-minute changes or unforeseen events.

• Evaluated existing plans, processes, and events planning services to identify opportunities for improvement.

• Organized logistics and materials for each meeting and took detailed notes for later dissemination to key stakeholders.

• Coordinated transportation and parking arrangements for guests and employees.

• Provide onsite support for all events, as needed.

• Prepare business expense reports as per the company guidelines

• Monitored and controlled event expenditures to meet budgets.

• Analyzed event costs to identify areas of improvement and cost savings 20% for each event.

• Working closely with sourcing for vendor addition/quotation Requests/ following up payments & and submitting invoices in finance on time.

• Work with our internal finance systems.

• Prepare all documents such as internal approval forms, speaker & other business contracts through DocuSign.

• Creation of PFP, RFQ & POs, new vendor addition, suppliers & vendor contracts, etc. done in the procurement platforms such as Ariba SAP ERP System on time.

• Oversaw event registration process by collecting and tracking attendee information.

• Created detailed timelines and budgets for events to meet all deadlines.

• Negotiated contracts with venues, vendors, and suppliers to obtain the best rates and services.

• Implemented protocols and procedures, and effectively managed the planning process.

• Fulfilled contractual obligations for rehearsal and day of event coordination.

• Preparing delegate materials to include pack badges, documentation, etc.

• Developed and distributed event surveys to gather feedback and assess event success.

• To complete all the activities or projects within the framework and in compliance with Pfizer SOPs and company policies.

Administrative Assistant

Pfizer - Riyadh, Saudi Arabia

01/2012 - 01/2015

• Manage guests coming into the office (meeting and greeting them and registering their names with office management for entry)

• Receive and send couriers on time & and distribute to the correct recipient for corporate records.

• Handle and prioritize incoming calls, emails, and inquiries, ensuring appropriate follow-up.

• Provide personnel support to senior staff members as needed.

• Responsible for maintaining an efficient document control system to support our operations.

• Supporting in providing employees data and supporting printing and preparing certificates such (as salary certificates- employment certificates- offer letters- and contracts).

• Administrative support for Associates - including IT requirements, office supplies, office access, and shared meeting facilities.

• Executed record filing system to improve document organization and management.

• Help review documents for clarity, completeness, and formatting before distribution.

• Organize in-person meetings (liaising with the business team for internally held meetings, and arranging external meetings including budget sign-off, invite lists, etc.)

• Coordinate and communicate with internal and external stakeholders on behalf of HR.

• Developed and updated spreadsheets and databases to track, analyze, and report.

• Assist in maintaining a neat and organized document database, ensuring easy access to documents.

• Assisted development and implementation of new administrative procedures.

• Coordinated and scheduled meetings and conference calls to optimize the scheduling of senior staff.

• Follow up and ensure invoices are received quarterly, review & and sign the invoices.

• Timely submission of invoices to Finance & and tracking for the payments.

• Send out multiple requests for quotation (RFQ), Analyze and select vendors & and suppliers.

• Negotiated contracts with vendors and suppliers for office supplies, equipment, and services.

• Create & reconcile Due Diligence for suppliers, vendors & and HCP’s.

• Create HR POs/ PRs and ensure proper release.

• Vendor registration in Ariba SAP ERP System.

• Created and maintained databases to track and record customer data.

• Maintain a high level of confidentiality and professionalism in handling sensitive information.

• Manages the training logistics (booking of training rooms, sending information to Participants, etc.).

• Documents employee-training hours and keeps training records updated.

• Drafted correspondence and other documents for HR and department heads.

• Managed paper and electronic filing systems by routing various documents.

• Facilitating Booking and arranging travel transport, and accommodation for internal/External events in line with Pfizer T&E policy.

• Support the team's wide range of 100 employees with general tasks as needed.

• Perform other duties as directed by the department manager.

• Provide additional administrative support as needed. Executive Secretary 09/2008 – 12/2011

Wyeth- Riyadh, Saudi Arabia

• Served as the first point of contact in the front office & and greeting visitors.

• Performed various secretarial duties, including answering phone calls, and faxes, making copies, writing memos to managers, directors & and concerned staff, and sending/distributing outgoing mail & and packages.

• Establish and maintain various filing/records/database of business contacts, trace pending items, and follow up as appropriate.

• Prepare and review expense reports, invoices, and financial documents.

• Work closely with various teams to coordinate document-related activities, providing support and guidance as needed

• Ensure all outgoing correspondence is typed, proofread, and dispatched to the highest possible standard.

• Reserve conference rooms for meetings, as needed, and organize refreshments.

• Maintained and updated customer’s information on CRM as required.

• Keeping the employee's emergency contact information up to date in the database system.

• Attend meetings, record, write, distribute the minutes, and follow up on action items.

• Managing cleaners, tea boys, and receptionists regarding the smooth execution of their assigned tasks.

• Prompt and appropriate action taken to address client feedback/complaints.

• Perform other administrator duties as required to ensure things flow more smoothly.

• Ensure that any data input is dealt with promptly and in correct and consistent format.

• Maintain excellent timekeeping and ensure tasks are complete within the deadline. Education

Bachelor of Computer Applications: Computer Applications University of Madras - India

10/2003

Secondary Education: MPC

05/1998

Turning Point - India

High School Diploma

Vaniniketan High School - India

05/1996

Additional Information

Traveled across to ME Countries (UAE, EGYPT & LEBNON) for Business Meetings & Training Languages

Urdu: Native

English: Fluent

Arabic: Intermediate

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