Executive Assistant and office coordinator
Aspire
Total years of experience :24 years, 9 Months
To provide Executive Assistance to CEO/MD
1 ) Maintain Confidentiality. 2) Error Free Execution
Internal and External Customer relation management
Internal Ticketing: 1) on time 2) minimum cost 3) minimum travel time Accommodation : 1) Hassle Free. Insurance: 1) Timely renewal or withdrawals 2) No money loss External 1) Accommodation: Hassle Free 2) Transportation: Timely 3) Daily Requests: Timely 4) Preparation of logistics of office, access card and phone, 5) other requests
To create work environment based on HSE (Health, Safety and Environment) "
Renewal of residency and work permit for expats and their families "1) Timely, 2) Error Free
3) Zero loss of Money
Purchasing
1) Vendor Finalization based on low quote and high quality 2) PO analysis, ensure: a) Saving 5% b) No waste c) Timely delivery
*Office Manager,
*Purchasing Procurement and Event Organizer, Locally and Internationally
*Pharmacovigilance Primary contact for Levant &Emerging Markets
*Compliance and Standard Operating Procedure is also a Part of JOB
*Sales analysis
Main Activities Create and Implement financial policies and procedures Establish and maintain supplier accounts Processes supplier invoices Maintain the purchase order system Ensure data is entered into the system Ensure transactions are properly recorded and entered into the computerized accounting system Assist with the internal audit. Manage the filing, storage and security of documents. Communicate with internal and external stakeholders in relation to Finance department scope of work. Follow up on tasks related to each member in the finance team and other departments within the company.
Other tasks and projects,
Professionally Implementing Customer Relation Management system, data collection and categorization.
arranging travel, visas and accommodation and, occasionally, travelling with the manager to take notes or dictation at meetings or to provide general assistance during presentations; screening phone calls, inquiries and requests, and handling them when appropriate; meeting and greeting visitors at all levels of seniority; organizing and maintaining diaries and making appointments; dealing with incoming email, faxes and post, often corresponding on behalf of the manager; organizing and attending meetings and ensuring the manager is well prepared for meetings; Liaising with clients, suppliers and other staff.
Performing the following tasks:
• • Support Finance Lead
Manage Petty Cash and submit on time.
Prepare all payment requests supported with all documents needed.
Arrange all Purchase orders related to the office support service, office furniture and get all approvals needed.
• Human Resource Coordinator
Arrange for the following:
Putting ads for vacancies in the local news papers.
Receiving all the CV from the web site
Filtering and screening all the CV in accordance to the ad requirements.
Communicating the most suitable to the specific departments.
Arrange for interviews schedules.& Assessment sessions.
Once appointed employees, the following arrangements would be applied:
Opening a file for the new employe. Arrange for Alico health insurance
Arrange for Access card and Name tag. Arrange for having bank account
details and sending them to Accounting department, Arranging for Amex
corporate Card when needed
For resigned employees the following tasks are arranged for:
Retrieving Alico Card, Retrieving Access Card, name tags, Amex Cards and office keys, Providing Finance with Vacation balance to close their respective accounting.
Provide support for HR lead in the following: Providing support with data
needed for surveys. Attending recruitment interviews with HR lead.
Providing support to managers in the operation related to HTR system data entry forms
• Legal Support Laison
• Supervison Receptionest and office aid employees.