Executive

Curriculum Vitae

MOHAMMED ZIAULHAQ

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

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

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

With over 13 years of diverse experience in roles such as Executive Secretary, Meeting & Events Coordinator, and Administrative Assistant, I offer a robust skill set and knowledge base to enhance your team's performance. My career has equipped me with the ability to deliver comprehensive support to HR departments, employees, clients, and senior management effectively. While my experience coordinating with vendors and stakeholders have developed my organizational and communication abilities.

I excel at multiple responsibilities while maintaining a commitment to high-quality & ad-hoc support that aligns with organizational objectives. I am energized by the prospect of using my expertise to streamline operations and boost productivity within your organization. My proactive mindset and strong attention to detail would undoubtedly make me a valuable member of your team.

I am eager to begin contributing to your organization and would be thrilled to contribute to the ongoing success of your organization.

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

Skills:

Organizational Skills: Ability to manage schedules prioritizes tasks, maintain files and keep the executive’s office running smoothly.

Communication Skills: Strong verbal and written communication skills for liaising with stakeholders, team members, vendors, clients, and attendees drafting reports, and taking minutes.

Time Management Skills: Managing time effectively to handle multiple tasks and meet deadlines.

Discretion and Confidentiality: Handling sensitive information with integrity and confidentiality.

Technical Proficiency: Proficient in office software (e.g., Microsoft Office Suite), email systems, communication tools and Ariba SAP ERP system.

Problem-Solving Skills: Identify issues and suggest solutions proactively.

Interpersonal Skills: Strong ability to build relationships with colleagues, clients, and external partners.

Attention to Detail: Ensuring accuracy in all tasks, including data entry, correspondence, proofreading, document preparation, communication, event & logistics.

Project Management: Capable of coordinating various tasks and projects efficiently.

Multi-Tasking: Ability to manage various tasks simultaneously.

Customer Service Skills: Ability to handle inquiries and provide assistance to clients and employees effectively.

Basic Financial Skills: Understanding of budgeting, invoicing, and expense tracking.

Budget Management: Ability to prepare and manage budgets, track expenses, and negotiate with vendors.

Flexibility and Adaptability: Willingness to adjust plans as needed in a dynamic event environment.

Typing-Proficiency: 60 WPM alphanumeric typing speed.

Learning Ability: Exceptionally driven and quick to adapt, with a proactive "can-do" mindset. Experience:

Executive Secretary to the Chairman 05/2023 – Current AICO - Riyadh, Saudi Arabia

Greeting visitors professionally and managing gate access for security.

Answering and directing phone calls to the correct teams or individuals.

Acting as a liaison between executives and stakeholders.

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

Managing the Chairman's email correspondence, prioritizing tasks, and confirming responses.

Drafting, proofreading, and managing various documents and presentations.

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

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

Maintaining organized filing systems, managing office supplies and equipment, and handling purchasing orders.

Assisting the team and facilitating communication with other departments.

Negotiating contracts with vendors and suppliers.

Coordinating travel logistics, including flights and accommodations.

Handling sensitive information with discretion.

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

Meeting & Event Coordinator 02/2015 - 03/2023

Pfizer Pharmaceutical - Riyadh, Saudi Arabia

Successfully organized and executed 10-20 regional and international congresses, meetings, and events per month.

Managed event logistics, including registration, travel itineraries, hotel bookings, catering, ground arrangements, and visa processing.

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

Created detailed, cost-effective event plans and timelines that aligned with organizational objectives and budget constraints.

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

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 purchase orders (POs) within Ariba and SAP systems, 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 01/2012-01/2015

Pfizer Pharmaceutical - Riyadh, Saudi Arabia

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

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

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

Provided Business support across departments, contributing to improved office operations.

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

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

Offered support to senior staff, promptly addressing their administrative needs.

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

Assisted in scheduling job interviews and communicating with candidates to streamline recruitment.

Coordinated with HR operations on compliance with policies and procedures.

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

Issued internal memos and administrative documents to facilitate timely communication.

Prepared, proofread, and managed high-quality documents, reports, and presentations.

Reviewed and processed expense reports for approval, ensuring accuracy in reimbursements.

Assisted in official documentation processes, including preparing salary certificates, offer letters, and contracts.

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

Reviewed documents for clarity and proper formatting before distribution.

Facilitated communication and collaboration among team members and external stakeholders.

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

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

Assisted in onboarding new employees, including office setup and orientation.

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.

Issued RFQs, RFP/POS, analyzing 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). Additional Information

Traveled across the Middle East, specifically to the UAE, Egypt & Lebanon, for business meetings & training session.

Languages

English: Fluent

Arabic: Manageable

Hindi: Fluent

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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