Executive Assistant
Abu Ghazaleh Global Investments LLC
Total years of experience :13 years, 9 Months
-Welcoming, assisting and directing clients and other guests of the organization
-Answering all incoming calls and redirecting them to appropriate person
-Receiving and arranging courier dispatch
-Providing administrative support such as writing and editing e-mails, drafting of letters and preparing communication on behalf of the Executives
-Maintaining accurate records of personal and business documents
-Making travel arrangements to Executives and staffs
-Administering medical and insurance claims, renewals and deletions
-Making payment arrangements for utility bills and other suppliers as required
-Performing clerical duties such as photocopying, scanning and mailing
- Responsible in handling the company's petty cash and monthly reports of expenses
- Greeting and assisting visitors coming in the office.
- Answering and transferring phone calls
- Managing /preparing meeting schedules
- Event coordinator
- Monitoring stationery supplies and kitchen consumables
- Responsible for replenishment of office supplies
- Receiving and distributing deliveries
- Arranging business travel flights and accommodations for executives
- Responsible for the office maintenance
- Welcomes visitors by greeting them, in person or on the telephone; answering/referring queries
- Maintains safe and clean reception area by complying with procedures, rules, and regulations
- Maintains continuity among work teams by documenting and communicating actions, irregularities, and continuing needs
- Monitoring of incoming and outgoing documents
- Preparing transmittal of documents
- Prepares monthly reports of petty cash
- Ensures proper document classification, sorting, filing and proper archiving
- Manage the process of distribution of internal correspondence and ensure good relationships with external and internal clients.
- Monitor employees visa status and government identification cards expiration
- Coordinates with the authorized person for follow ups of jobs on certain project
- Prepares reports as may be required from the General Manager
- In-charge on office supplies replenishment
- Answer incoming calls and attend to customers' queries
- Arrange orders and deliveries of equipment to respective clients
- Handles maintenance of the equipment from existing clients
- Managing the company's budget known as petty cash
- Organizing and storing paperwork, documents and computer-based information
- Prepares monthly reports
- Act as a sales person as may be required
- Coordinates with the suppliers for ordering and deliveries
- Provides both clerical and administrative support to the Administration Officer and General Manager from time to time
- Assist, monitors and handles front office operation and housekeeping
- Handles maintenance of the hotel
- Prepares and monitors supply inventories
- Monitor hotel supplies for replenishment
- Handles the sales and marketing of the hotel
- Prepares weekly attendance of employees
- Handles the hiring and recruitment
- Responsible for training and development of hotel employees
- Monitoring of guests from check in to check out
- Responsible for changing hotel policies as may be required from time to time
- Handles the recruitment and selection for each requesting department as per requirement
- Responsible for interviews and training of selected applicant
- Responsible for hired applicants until completion of requirements
- Handles the employee benefits
- Responsible in employee performance appraisal
- Handles the training and development of employees
- Schedules and prepares seminars and trainings
- Maintains employee 201 folders
- Responsible for incoming and outgoing administration correspondence
- Prepares monthly payroll for all employees
- Handles disciplinary actions for employees with job-related behavior and low performance
- Conducts hearing for erring employee for termination process
- Takes minutes of the meeting for executive meetings
- Prepares inter-office memoranda and routes in each department
- Responsible in developing and implementing programs related to employee compensation
- Handles the health and safety of employees
- Encodes weekly schedules of nurses
- Prepare and routes inter-office memoranda
- Routes nurse’s weekly schedule on their corresponding station
- Prepares reports of the Medical Director as may be required
- Photocopying, faxing and maintaining medical files on the Medical Director’s Office