Executive Secretary/Personal Assistant
Dr. Ghada M. Darwish Karbon Law Firm
مجموع سنوات الخبرة :8 years, 1 أشهر
• Acting as a first point of contact: dealing with emails correspondences and telephone calls to the appropriate department. Currently handling at least 5 various emails for the firm which includes managing the Manager email and delegate emails to the team where appropriate ensuring they are tracked to completion.
• Handles confidential and sensitive documents professionally
• Managing diaries and organizing meetings, appointments and assigned to controlling access to the Managing Partner's ofice.
• Coordinate all arrangements for meetings of the team and the Managing Partner to ensure that they are properly organized and minutes are accurately recorded and circulated including travel and personal arrangements with outmost confidentiality.
• Uses judgement when scheduling meetings; determining the purpose of the meeting and the time that will be required and ensuring all relevant meeting documents (including agendas, pre-reading, prep, action updates and input from the team) are available prior to the meeting.
• Have regular reviews to revisit current priorities to ensure the meeting schedule is optimized.
• Daily reminder to the manager/executive of important tasks and deadlines.
• Assist in creating project timelines and monitoring progress, help allocate resources for infra projects.
• Acts as Social Media handler for the firm's social accounts including preparation, uploading and correspondences
• Handle administrative tasks and financial documentation and tasks on behalf of the accountant as needed with an in-depth knowledge of ofice management and basic accounting procedures.
• Maintain a positive client relationship and assist in proposals and meetings including Tender Submissions for private and government clients
• Handles conference preparation sponsored and participated by the firm in various events
• Acting as a first point of contact: dealing with emails correspondences and telephone calls to the appropriate department. Currently handling at least 5 various emails for the firm which includes managing the Manager email and delegate emails to the team where appropriate ensuring they are tracked to completion.
• Handles confidential and sensitive documents professionally
• Managing diaries and organizing meetings, appointments and assigned to controlling access to the Managing Partner’s office.
• Coordinate all arrangements for meetings of the team and the Managing Partner to ensure that they are properly organized and minutes are accurately recorded and circulated including travel and personal arrangements with outmost confidentiality.
• Uses judgement when scheduling meetings; determining the purpose of the meeting and the time that will be required and ensuring all relevant meeting documents (including agendas, pre-reading, prep, action updates and input from the team) are available prior to the meeting.
• Have regular reviews to revisit current priorities to ensure the meeting schedule is optimized.
• Daily reminder to the manager/executive of important tasks and deadlines.
• Assist in creating project timelines and monitoring progress, help allocate resources for infra projects.
• Acts as Social Media handler for the firm’s social accounts including preparation, uploading and correspondences
• Handle administrative tasks and financial documentation and tasks on behalf of the accountant as needed with an in-depth knowledge of office management and basic accounting procedures.
• Maintain a positive client relationship and assist in proposals and meetings including Tender Submissions for private and government clients
• Handles conference preparation sponsored and participated by the firm in various events
Manage and track company documents.
* Scan, organize and maintain documents, adhering to the company's document lifecycle
procedures, and archive inactive records in accordance with the records retention
schedule.
* Control the retrieval and releasing of documents.
* Receive and process Requests for Information, or RFIs, from employees or clients and
maintain the requests via tracking logs.
* Assist project managers develop and maintain documents such as meeting minutes,
specifications, approvals and other related items.
* Responsible for training employees on records management procedures and policies,
which include documentation, retention, retrieval, destruction and disaster recovery.
* Supports with file migrations and audits, and perform administrative tasks as needed.
Resolves product and service problems by clarifying the customer's complaint; determining the
cause of the problem; selecting and explaining the best solution to solve the problem; expediting
correction or adjustment; following up to ensure resolution.
* Invites potential customers by responding to product and services inquiries while suggesting
helpful information about the products and services.
* Opens customer information through recording account details and maintains customers’ record
by constantly updating account information.
* Recommends potential products or services to management by collecting customer information
and analyzing customer needs.
* Utilizes computer technology to handle high volume calls
* Compile reports on overall customer satisfaction and handles changes in Policies and Renewals
* Creates positive interactions with customers with outmost loyalty and retention
* Compiling and Generating reports related to customer service surveys
* Communicates and Coordinates with internal departments