Office Administrator & Executive Secretary for GM
IFP
Total years of experience :10 years, 7 months
• Handle all office correspondence such as official letters to third parties & governmental agencies & proposals for sponsorships in IFP events.
• Responsible for all arrangements and processing of entrance visas for exhibitors and visitors related to the shows of the group.
• Prepare several reports to management in relation to the flow of work of data entry department who are responsible to register on the CRM software all info of the persons/companies attending the IFP’s events as visitors and exhibitors.
• Arrange and manage press conferences & follow up with media organizations and agencies for proper coverage of the events.
• Assign jobs and duties to office staff as needed before and during the events that the company organizes.
• Give trainings to registration staff prior to each exhibition and supervising them during the exhibitions.
• Provide administrative and clerical support for the GM including the preparation of administrative reports to management. Receive and relay telephone messages for the GM and other managerial personnel.
• Responsible for booking flight itineraries, car rentals & hotel reservations for staff, exhibitors and visitors related to the shows of the group.
• Main regulator of attendance records.
• Oversee administration of human resources, including but not limited to, assisting with recruitment and orientation procedures, purchasing and maintaining adequate health and medical insurance policies for staff, annual & various types of leaves, payroll register, medical payments, staff loans, etc. Update the head office with all HR related records on monthly and annual basis.
• Ensure safekeeping & maintain historical human resource records & personnel files by designing a filing and retrieval system; keeping past and current records.
• In cooperation with Heads of Departments & General Manager, pre-approve and monitor leave applications.
• In cooperation with the Heads of Departments, coordinate recruitment process, posting and publicizing vacancies, searching available job boards & data bases, screening profiles, conducting interviews, short listing resumes, and forwarding short listed candidates to the concerned head of departments.
• Responsible for responding to and fielding telephone calls, relaying messages to the appropriate party, and handling incoming communications such as email and formal letters.
• Responsible for filing, photocopying and general administrative duties.
• Manage electronic and paper files based on the clients’ portfolios.
• Build strong relationships with clients.
• Manage calendars, plan meetings and conferences, and make business travel arrangements for the management.
• Research & coordinate travel arrangements such as arranging flights & itineraries, insurance and accommodation.
• Provide an efficient, courteous and responsive travel booking service to holiday makers based on requirements.
• Monitor bookings throughout the working day & Keep clients up to date with any changes.
• Ensure all bookings & reservations are processed accurately. Compile & maintain travel vouchers and records.
• Advise on and organizing visas to desired destinations.