Executive Assistant
GENERAL ELECTRIC
Total years of experience :23 years, 10 Months
•Manage Project leader Calendar and email.
•Assist Project leader & provide secretarial services in administering and managing all paper work associated with projects.
•Screen incoming emails & telephone calls, action responses.
•Prepare minutes for the Portfolio team meeting.
•Ensure accurate and timely minutes are prepared and circulated between the team members.
•Coordinate Business trips (Internally & Externally).
•Prepare Business travel requests, Leaves, Business Travel Expense, Capex Authorisation, Petty Cash expense…
•Book meeting rooms.
•Prepare team’s Business Card and send them to the HR.
•Translate documents from French to English /English to French.
•Prepare memorandum and send it by mail, fax and Courier and circulate it internally.
•Deal with HR for interviewing new candidates (face to face & phone interview).
•Fully conversant with the activities of the Department in order to liaise with, on behalf of the Project Leader.
•Creation & maintenance of a filling system for the important & confidential documentation.
•Ensures that all correspondence and reports are processed for the managing Director in a timely manner.
•Prepare the Meeting Agenda and diffuse to all the attendees.
•Provide support to meetings including minutes.
•Ensures that the standard office practices and routines of the Managing Director are functioning efficiently on an ongoing basis.
•Monitors and coordinates oral and written communication between the Managing Director and other Departments.
•Ensures proper filing and record keeping by accurately entering information in a timely manner consistent with office guidelines.
•Maintains calendars, schedules appointments, receives visitors and answers routine and often complex inquiries.
•To organize the travel arrangements and visas requirement.
•Ticketing & hotel Reservations.
•Ensures that all correspondence and reports are processed for the Chief Executive Officer in a timely manner.
•Prepare the Meeting Agenda and diffuse to all the attendees.
•Provide support to meetings including minutes and follow-up actions.
•Ensures that the standard office practices and routines of the Chief Executive Officer are functioning efficiently on an ongoing basis.
•Monitors and coordinates oral and written communication between the Chief Executive Officer and other employees.
•Ensures proper filing and record keeping by accurately entering information in a timely manner consistent with office guidelines.
•Maintains calendars, schedules appointments, receives visitors and answers routine and often complex inquiries.
•To organize the travel arrangements and visas requirement.
•Handling all the stationary requirements and printed materials.
•Prepare the Agreements to all suppliers, subcontractors.
•Co-ordinate with finance department to pay the suppliers & to call them for cheques collection.
•Coordinate the sites managers Monthly Report.
•Arrange the staff training for all the sites.
•Assist executive staff to organize their time effectively.
•Prepare travel itineraries for executive staff.
•Prioritize incoming correspondence, including letters, memos and emails.
•Filter requests for appointments and arrange internal and external meetings and conference calls.
•Provide support to meetings including minutes and follow-up actions.
•Type letters, reports, presentations and other documents.
•Co-ordinate filing and general administrative work for executive staff.
•Greet visitors.
•Provide assistance to other staff.
•Handle the leasing process with agreements.
•Type letters to the tenants for payments process.
•Maintain the diary of the Leasing director.
•Travel arrangement and visas formalities.
•Handle the calls from the tenants to assist their requirements.
•Greet visitors
•Register visitors and notify appropriate staff of their arrival
•Answer telephone calls and transfer calls to appropriate staff
•Answer general enquiries about the organization
•Log and sort incoming mail and faxes
•Keep reception area tidy
•Make bookings for meetings and seminars
•Organize catering for staff meetings or functions
•Maintain telephone and staff location lists
•Oversee the use of the fax machine, photocopier and other office equipment
•Maintain and order office supplies as required
•May process travel and accommodation arrangements for staff and visitors
•May perform administrative tasks like typing, filing, photocopying, binding and laminating
•May look after a petty cash account
•Assist other administrative staff.
•To support the customer and attend them.
•Excellent communication skills.
•To understand the team development and demonstrate the ability to achieve results through people.
•Able to identify and implement business improvement solutions.
•To identify the customers needs and help them to take decision.
•Highly motivated, energetic, extremely personable, comfortable selling and working closely with prospect and customer executive management.
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NA
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