Executive Assistant
FNSS Middle East Co. Ltd.
Total des années d'expérience :18 années, 11 mois
• Maintains office services by organizing office operations and procedures, controlling correspondences, designing filing systems, reviewing and approving supply requisitions, assigning and monitoring clerical functions.
• Ensure the satisfaction of guests / customers by addressing their needs in a courteous and timely manner.
• Communicating important telephone, fax messages and providing necessary information to the individual departmental managers and processing information.
• Booking calendars for the reporting manager and scheduling his appointments and meetings.
• Maintaining the data shared between the departments organized and easily accessible.
• Delegating the processed information to the appropriate departments in the organization.
• Organize and coordinate meetings through agreeing and circulating invitations, gaining consensus on agenda items to be prioritized in order to ensure management time is effectively utilised and provide the environment for decision making.
• Document, maintain & produce an accurate record of meetings, highlighting decisions & action items and reviewing those with the members to ensure continuity & finalisation of important issues
• Manage correspondence, communications and reports to and from the department prioritizing as necessary ensuring those are archived in an easily retrievable fashion.
• Follow all relevant policies, procedures, and processes in order for the work to be carried out in a controlled and consistent manner.
• Contribute to the identification of opportunities for continuous improvement of processes and practices, work processes, cost effectiveness, and productivity enhancement.
• Promote to other employees within the organization the implementation and adherence to policies, procedures, processes, and instructions.
• Supervising the maintenance of office areas and equipment as well as layout arrangement and housekeeping of office facilities.
• Coordinate with the Business Development & Marketing team for preparing presentation and proposal for the customers.
• Organizing and Scheduling Events and Annual Staff Meetings.
• Ensuring the authenticity of office policies and procedures and supervising support staff.
• Reviewing / proof reading documents before forwarding for approval.
• Perform general office duties such as ordering supplies, maintaining records management systems and performing basic bookkeeping work.
• Designing brochures, logos, flyers and binding books.
• Troubleshoot minor Hardware and Software computer technical issues.
• Communicating important telephone, fax messages and providing necessary information to the individual departmental managers and processing information.
• Maintaining the data shared between the departments, by filing and recording the information accordingly (as hard copies and electronic filing system)
• Providing word processing and secretarial support.
• Scheduling appointments, meetings and conferences for business procurement or for presentation to be delivered.
• Ensuring the authenticity of office policies and procedures and supervising support staff
• Booking calendars for the reporting manager and scheduling his appointments and meetings
• Delegating the processed information to the appropriate departments in the organization
• Prepare agendas and make arrangements for committee and other meetings.
• Reviewing documents / cheques before forwarding for approval.
• Greet visitors and determine whether they should be given access to specific individuals.
• Perform general office duties such as ordering supplies, maintaining records management systems, and performing basic bookkeeping work.
• Design Company Brochures, Logos and Flyers.
• Troubleshoot minor Hardware and Software computer technical issues.
Update with latest technology and software.
Creates professional designs and layouts for promotional materials including direct mailings, handouts, advertisements, posters, signs, logos, and other visual layouts.
Coming up with design concepts that fit the client's needs
Finding out about the project requirements (taking a 'brief')
Estimating the time the project will require, and providing a cost quotation)
Amending designs according to the clients' final comments
Proof reading and preparing designs to be sent to print.
Develop graphics and layouts for product illustrations, company logos, and Internet websites.
Prepare notes and instructions for workers who assemble and prepare final layouts for printing.
Study illustrations and photographs to plan presentation of materials, products, or services.
Create schedules to ensure adequate and efficient staffing at all times
Proactively build and maintain customer relationships
Motivate staff and maintain a positive work environment
Meeting with clients in absence of Managing Director and finalizing the projects.
Assist Managing Director in his daily schedules and arrange / prepare agenda for his meetings.
Keeping up to date market trends and information.
Creates professional designs and layouts for promotional materials including direct mailings, handouts, advertisements, posters, signs, logos, and other visual layouts.
Coming up with design concepts that fit the client's needs
Finding out about the project requirements (taking a 'brief')
Estimating the time the project will require, and providing a cost quotation)
Amending designs according to the clients' final comments
Proof reading and preparing designs to be sent to print.
Develop graphics and layouts for product illustrations, company logos, and Internet websites.
Prepare notes and instructions for workers who assemble and prepare final layouts for printing.
Study illustrations and photographs to plan presentation of materials, products, or services.
Create schedules to ensure adequate and efficient staffing at all times
Proactively build and maintain customer relationships
Motivate staff and maintain a positive work environment
Meeting with clients in absence of Managing Director and finalizing the projects.
Assist Managing Director in his daily schedules and arrange / prepare agenda for his meetings.
Keeping up to date market trends and information.