Executive

MOHAMMED ZIAULHAQ

Riyadh, Saudi Arabia - Contact: +966*********

***********@*****.***

https://www.linkedin.com/in/mohammed-ziaulhaq-233211280 Professional Summary

Dynamic and detail oriented professional with 14 years of diverse experience. I boast a proven track record as an Executive Secretary, Meeting & Events Coordinator, and Administrative Assistant, with strong skills for streamlining operations through effective calendar management, facilitating essential communications, and enhancing workflow in fast-paced executive environments. My expertise lies in planning and executing corporate meetings and events, where I skillfully manage logistics, navigate budget constraints, and address stakeholder needs to ensure seamless execution. I am recognized for my exceptional organizational capabilities and strategic problem-solving skills, as well as my ability to maintain composure under pressure. Passionate about delivering outstanding support, I am committed to driving organizational effectiveness and fostering a collaborative team atmosphere. Experience:

Executive Secretary to the Chairman

AICO - Riyadh, Saudi Arabia

05/2023 – Current

Greeting visitors professionally and managing gate access for security.

Answering and directing phone calls to the Chairman & individuals.

Provide comprehensive Executive support to the Chairman, including managing complex schedules, travel arrangements, and correspondence.

Develop and maintain effective communication channels within the organization and with external stakeholders.

Prepare high-quality reports, presentations, and documentation for meetings and strategic planning sessions.

Organizing appointments, meetings, and events for the Chairman, including setting up virtual meetings (WebEx, MS Teams, Zoom).

Drafting, proofreading, and managing the Chairman's email correspondence, prioritizing tasks, and confirming responses.

Entering Data and managing all his personal records.

Preparing meeting agendas, taking minutes, and following up on action items.

Coordinating conferences and staff meetings, including logistical arrangements like hotel booking and catering.

Manage internal communications and assist with day-to-day office logistics.

Organize filing systems, Ordering the office supplies and equipment’s, and handling purchasing orders including vendor invoices.

Negotiating contracts with vendors and suppliers.

Assisting the team and facilitating communication with other departments.

Handling sensitive information with discretion.

Archiving documents in an organized drive for easy retrieval. Previous Experience

Meeting & Event Coordinator

Pfizer Pharmaceutical - Riyadh, Saudi Arabia

02/2015 - 03/2023

Planned, organized, and executed 10-20 per month corporate meetings, conferences, and events, ensuring alignment with company objectives and budget constraints.

Managed all aspects of event logistics, including registration, venue selection, hotel bookings, catering, travel itineraries, transportation, visa processing and audiovisual needs to ensure flawless execution.

Collaborated with multiple departments and external vendors to coordinate event details and stakeholder needs.

Negotiated vendors, and suppliers, securing the best prices and services to optimize event budgets.

Developed and implemented contingency plans to effectively address last-minute changes and unforeseen events, maintaining event integrity and attendee experience.

Coordinated transportation logistics and parking arrangements for guests and employees, enhancing overall event accessibility.

Assisted with budgeting, expense tracking, and invoice processing, ensuring financial transparency and accountability.

Leveraged internal finance systems, including Ariba, SAP, and ERP systems for budget management and financial reporting.

Created procurement processes and managed contract documentation, including RFPs, RFQs, and

(POs) within Ariba SAP ERP system, expanding the vendor and supplier network.

Fostered effective collaboration and communication with stakeholders to ensure alignment of event goals and expectations.

Developed visitor plans that included details on local attractions, dining options, and scheduled company activities, enhancing guest experiences.

Provided onsite support during all events, addressing any issues that arose with professionalism and efficiency.

Prepared business expense reports in accordance with company guidelines, facilitating smooth reimbursement processes.

Tracked and managed travel expenses, reconciled invoices, and reported on travel expenditure to management, ensuring financial compliance and accuracy.

Prepared essential documents such as internal approval forms and speaker contracts for external healthcare provider (HCP) meetings, ensuring compliance with legal and company requirements.

Utilized DocuSign for signing contracts and confidential documents, streamlining the approval process.

Administrative Assistant

Pfizer Pharmaceutical - Riyadh, Saudi Arabia

01/2012-01/2015

Managed guest arrivals by welcoming and registering visitors, coordinating with office management to ensure smooth entry.

Handled phone calls, emails, and correspondence for the office and executives.

Managed the distribution of couriers to ensure timely delivery to recipients.

Provided comprehensive administrative support to various departments, including managing calendars, handling correspondence, and maintaining filing systems.

Collaborated with HR to develop and implement operational policies and procedures effectively.

Working knowledge in govt platforms like (Qiwa, GOSI, Absher & Muqeem).

Oversaw office supplies and equipment, maintaining an organized and clean workspace.

Coordinated cross-functional and off-site meetings and events, including appointment scheduling, conference room reservations, and logistics for teleconferences/Virtual tools.

Assisted in scheduling job interviews and communicated with candidates & schedule for interviews.

Assisted in onboarding new employees provided them with basic information about the company & internal systems including office setup and orientation.

Collected and maintained employee data, including payroll and attendance records.

Issued internal memos and managed administrative documents to facilitate timely submission.

Prepared, proofread, email correspondence, reports, and presentations.

Processed petty cash filing and complete reimbursement forms accurately and promptly.

Managed procurement of office supplies and IT equipment to support operational efficiency.

Contributed to team projects and initiatives, fostering a collaborative work environment.

Facilitated communication and collaboration with Internal & external stakeholders.

Arranged travel and accommodation bookings, and logistical support for the production teams.

Coordinated with suppliers, vendors, and professionals, follow up to ensure smooth project support and service delivery.

Identified process improvement areas and implemented best practices for operational efficiency.

Developed and maintained spreadsheets and databases for data tracking and reporting.

Proficient in using DocuSign for document signing processes.

Monitored quarterly invoices, ensuring timely review and necessary signatures.

Submitted invoices to finance while tracking payment statuses for accuracy.

Initiated and managed the RFQ, RFP, and PO processes, evaluating vendor responses to select suitable suppliers.

Negotiated & renew vendor contracts to secure favorable terms for supplies and services.

Created and reconciled due diligence for suppliers and healthcare practitioners (HCPs).

Maintain confidentiality and manage sensitive business information professionally. Skills:

Executive & Admin Support

Meeting Coordination

Calendar Management

Organizational & Communication Skills

Logistics Management

Budgeting and Financial Oversight

Problem-Solving

Multi-Tasking

Documentation and Time Management Skills

Attention to Detail

Technology Proficiency (MS Office Suite, Outlook, Ariba SAP, Nupco & Odoo ERP Systems, project management tools) & Virtual Tools (Zoom, MS Team, Google Meet)

Typing-Proficiency: 60 WPM

Experience in using AI & specifically ChatGPT.

Client and Stakeholder Relations

Team Collaboration

Education Qualification:

Bachelor of Computer Applications 10/2003

University of Madras – India

Secondary Education 05/1998

Turning Point - India

High School Diploma 05/1996

Vaniniketan High School – India

Additional Information:

Experience in traveled across the Middle East (UAE, Egypt, and Lebanon) for business meetings and training sessions.

Languages:

English: Fluent Arabic: Conversational Urdu: Native Personal Information:

Nationality : Indian

Religion : Islam

Marital Status : Married

Iqama : Transferable

Driving License : Valid

DECLARATION:

I hereby declared that the above-furnished information is true to the best of my knowledge.

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