Eman Khamis

Diary Management, organizing meetings and appointments
Travel planning, scheduling flights, transport and accommodation
Daily reminders of important tasks and deadlines
Managing contacts and electronic filing systems
Collating and filing expenses
Chasing and collating internal reports as required
General administration
Meeting notes
Responding to emails and documents

• Provide full office support to the Dean.
• Screen and handle telephone communication.
• Greet and direct visitors, as and when appropriate.
• Deal with administrative issues and inquiries as they arise.
• Schedule and coordinate the Dean's appointments.
• Coordinate and ensure the day-to-day management of supplies and equipment for the office.
• Acts as the focal point and liaison between the Dean’s office and the other 14 Faculty departments.
• Follow up on pending and postponed matters.
• Conduct documentation filing and retrieval as necessary.
• Operate personal computer to enter data, draft, edit, revise, and print letters as well as conceive tables, and other materials.
• Accept, screen, route telephone calls as well as maintain log of inquiries as required.
• Sort, screen, and distribute incoming and outgoing mails.
• Prepare photocopies and facsimiles as well as operate a variety of office equipment. Handle travel arrangements booking and plans.
• Maintain confidentiality of information at all times.
• Team support with a demonstrated ability to improve procedures and meet demanding deadlines.
• Perform miscellaneous job-related duties as assigned

Manages calendar of appointments
Ensures appointment logistics and preparation requirements, follow up and recordkeeping
Ensures supporting documentation is updated, distributed and ready for each appointment
Ensures that the Line Manager is timely informed of upcoming commitments
Writes meeting minutes and ensures follow up on action plans
Drafts letters, personal correspondence and other required documents
Maintains updated contact details
Prepares Presentations and reports
Receives and screens incoming phone calls
Assists with travel plans, itineraries and agendas, ensuring documents and logistics are prepared in advance
Prepares expense reports and claims
Ensures strict adherence to processes and instructions.

• Point of contact regarding all reception and office facility matters and react appropriately to queries raised
• First point of contact for employee related questions.
• Support Managing Director with management of specific projects and tasks as required.
• Communicate with staff on a range of office and facility related issues including reception services, planning of meeting rooms, stationery requirements, ordering office supplies etc
• Design and implement office policies, standards and procedures.
• Maintain office services by organizing office operations and procedures.
• Designing effective filing systems.
• Maintain office efficiency by planning and implementing office systems
• Assist with the co-ordination of facilities/induction for all new starters including desk allocation
• Coordinate with organization of travel arrangements where required
• Co-ordination and assisting of company-wide events - including social events
• Provide assistance to specific projects as required.
• Monitor employees vacation tracker along with HR department.
• Manage and update internal & external contact lists
• Handle internal and external communication as and when required by the Managing Director.
• Assisting the Managing Director in ensuring that all reporting requirements are met on a timely and regular basis.
• Oversee the logistics and bookings for travel and accommodation.
• Monitoring all calls and taking necessary action personally or diverting to relevant areas
• Handling confidential information in a professional and discreet manner.
• Organizing a wide range of meetings and compiling agendas, preparing briefs, circulating papers for meetings and assisting with preparation of presentation materials.

Responsible for setting up, arranging and organizing appointments.
Filing, typing, managing office needs, sending and receiving faxes, e-mails and taking messages.
Organize meetings and assist with supporting documents
Excellent administrator, methodical with attention to detail and good organizational abilities.
Provide all necessary organizational, administrative and content related support to the CEO MEA
Management of complex and dynamic agenda of the CEO
Communication interface between CEO and his stakeholders
Proactively prepare and collect documents and presentation for upcoming meetings
Manage and follow up on content related issues on behalf of the CEO
Travel management worldwide for the CEO for meetings and conferences
Organization of meetings for the CEO
Preparing and managing correspondence
Managing internal and external contacts as required