ahmed khalil

Executive Secretary & Tenders & contracts

• Answer telephones and give information to callers, take messages, or transfer calls to appropriate individuals.
• Arrange conferences, meetings, and travel reservations for office personnel.
• Complete forms in accordance with company procedures.
• Compose, type, and distribute meeting notes, routine correspondence, and reports.
• Greet visitors and callers, handle their inquiries, and direct them to the appropriate persons according to their needs.
• Locate and attach appropriate files to incoming correspondence requiring replies.
• Mail newsletters, promotional material, and other information.
• Maintain scheduling and event calendars.
• Make copies of correspondence and other printed material.
• Open, read, route, and distribute incoming mail and other material, and prepare answers to routine letters.
• Schedule and confirm appointments for clients, customers, or supervisors.
• Set up and maintain paper and electronic filing systems for records, correspondence, and other material.
• Take dictation in shorthand or by machine, and transcribe information.
• Collect and disburse funds from cash accounts, and keep records of collections and disbursements.
• Conduct searches to find needed information, using such sources as the Internet.
• Coordinate conferences and meetings.
• Establish work procedures and schedules, and keep track of the daily work of clerical staff.
• Learn to operate new office technologies as they are developed and implemented.
• Manage projects, and contribute to committee and team work.
• Operate electronic mail systems and coordinate the flow of information both internally and with other organizations.
• Order and dispense supplies.
• Prepare and mail checks.
• Provide services to customers, such as order placement and account information.
• Review work done by others to check for correct spelling and grammar, ensure that company format policies are followed, and recommend revisions.
• Supervise other clerical staff, and provide training and orientation to new staff.
• Operate office equipment such as fax machines, copiers, and phone systems, and use computers for spreadsheet, word processing, database management, and other applications.

Types letters, memos, faxes, minutes of meetings, documents, reports and any other correspondence.
-Sets up and maintain project files and keep correspondence and reports available for quick reference and efficient operation of the department.
-Maintains office records, file and archive correspondence, documents, reports, etc.
-Receives, screens, registers and distribute incoming correspondence.
-Composes routine correspondence for Manager's signature.
-Registers and forward outgoing mail as directed.
-Maintains calendars, schedule appointments and receive visitors.
-Answers the telephone, screen and direct calls. Take messages as necessary.
-Photocopies various documents and distribute to relevant parties.
-Sends emails and faxes.
-Takes and transcribes dictation.
-Performs any other administrative duties associated with the smooth functioning of the office.

- Prepare correspondence, reports, and materials for publications and presentations.
- Set up and coordinate meetings. Create, transcribe and distribute meeting agenda and minutes.
- Extensive diary management foreseeing potential clashes and dealing with such clashes accordingly.
- Set up travel arrangements
- Performs general clerical duties that include but not limited to photocopying, faxing, mailing and filing in either soft or hard copies as required.
- Deals with urgent and critical issues: phone calls/queries/emails/problems
- Prepares and maintain Business Expense Reports.

- Prepare correspondence, reports, and materials for publications and presentations.
- Set up and coordinate meetings. Create, transcribe and distribute meeting agenda and minutes.
- Extensive diary management foreseeing potential clashes and dealing with such clashes accordingly.
- Set up travel arrangements
- Performs general clerical duties that include but not limited to photocopying, faxing, mailing and filing in either soft or hard copies as required.
- Deals with urgent and critical issues: phone calls/queries/emails/problems
- Prepares and maintain Business Expense Reports.