Executive Assistant
EG&G Middle East
Total years of experience :18 years, 2 Months
1. Provide executive level administrative support to the CEO with demonstrated ability to improvise, improve procedures and meet demanding deadlines.
2. Liaison between all impacted departments to ensure proper communications and reporting practices.
3. Process monthly expenses reports reflecting supporting documents and budget code indexes.
4. Acts as liaison between management and employees.
5. Contributes as a strategic member of the management team
6. Perform a wide variety of complex, diverse, sensitive and confidential administrative support functions.
7. Identify strategic issues, opportunities and risk and prepare proposals.
8. Maintain calaneder, coordinate, arrange and conform meetings, plan and coordinates functions.
9. Determine priority and route incoming correspondence, reports, requests and instructions.
10. Prepare technical worksheets, tables and computations. Establish and maintain database for a variety of purposes.
11. Perform office management duties, direct the workflow, recommend staffing needs and supervise the processing of administrative paperwork and maintenance of files.
12. Prepare administrative reports, analysis and correspondence that may be complex or sensitive and require an understanding of H.O programs and administrative operations.
13. Oversee and coordinate office administrative procedures and review them.
Executive Support to Finance department in terms of assisting in opening bank accounts for the company employees,
Assist Finance Manager for preparing monthly presentation for board meeting.
Coordinate with Sr. Accountant for Payroll
Executive Support to Human Resource & Administration Department for Recruitment.
Establishes recruiting requirements by studying organization plans and objectives, meeting with managers to discuss needs.
Determines applicant requirements by studying job description and job qualifications. Attracts applicants by placing job advertisements; contacting recruiters, using newsgroups and job sites.
Determines applicant qualifications by interviewing applicants, analyzing responses, verifying references, comparing qualifications to job requirements.
Arranges management interviews by coordinating schedules.
Evaluates applicants by discussing job requirements and applicant qualifications with managers, interviewing applicants on consistent set of qualifications.
1. Maintain the general filing system and file all correspondence
2. Provide word processing and secretarial support
3. Typing confidential documents on word processing system
4. Maintain an adequate inventory of office supplies
5. Preparing general correspondence, memorandums, reports, schedules, purchases orders
6. Updating & Reporting of detail jobs
7. Handling requisitioning of supplies and inventory
8. Preparing invoices and maintain files
9. Maintain various database
10. Create new & revise existing methods by analyzing practices and procedures
11. Creates and maintains reports and records, applications reports and administrative orders.
12. Maintain and arrange files easy retrieves, strong & procedure records, documents and reports
1. Processing of Accounts Payable documents in image capturing devices.
2. Processing of invoices in document management systems.
3. Processing of invoices raised against Purchase order.
4. Processing of standard invoice and credit notes.
5. Manual Processing of the invoices directly in Excel-worksheet.
6. Attending query mails and actioning them.
7. Preparing and updating of process notes on periodical basis.
1. Provide support to all business units including administrative, financial and human resource departments.
2. Ensure that operational activities are executed within allotted budget and timelines.
3. Perform budget allocation and expense management for all business operational activities.
4. Conduct regular operational reviews and audits for preventive maintenance.
5. Set operational goals to meet or exceed performance expectations.
6. Provide guidance to staff in resolving operational issues and problems.
7. Ensure resource assignment, work allocation, training development and performance assessment are completed in timely manner.
8. Provide excellent customer service in order to build and maintain strong relationship with customers.
9. Conduct regular meetings with staffs to discuss about operational updates, ideas and issues.
10. Ensure customer complaints are handled and resolved accurately and quickly.
11. Develop and implement plans to improve operational effectiveness and efficiency.