Administrative Assistant
Finance House
Total years of experience :18 years, 8 Months
- Assist Manager in creating reports, project plans and communication plans
- Monitor and update the Manager's calendar
- Updates department’s budget and plans
- Organizes company events & annual meetings including but not limited to; booking venues, catering,
events logistics etc.
- Handle internal & external communications i.e. newsletter, intelligence report, social media
- Handle company’s below the line (BTL) and above the line (ATL) advertising
- Prepare correspondence, reports and materials for publications and presentations
- Act as the first point of contact in corporate communications department in the absence of the GCCM
- Support internal business units in their communications needs
- Manage company’s web content in coordination with the web developer
- Create and design collaterals i.e. flyers, forms, certificates, posters etc.
- Receive, sort and distribute of all incoming and outgoing mails
- Interact with suppliers/vendors
- Handle invoices, payments and delivery orders of the suppliers/vendors
- Prepare and maintain expense claim reports
- Handle distribution of stocks and update on a regular basis
- Maintain a proper filling system
- Manage and update the department’s stationery items
- Monitor the overall appearance / condition of the department
- Perform general clerical duties such as; photocopying, faxing, logs in and disseminate incoming
documents and ensures proper circulations to other departments
- Perform other office related task assigned by the line manager
-Provide administrative support to the Chief Investment Officer
-Maintain the director’s & principal’s calendar & contacts
-Set up director’s travel / make hotel arrangements locally and internationally
-Prepare correspondence, reports and materials for publications and presentations
-Receives, logs in and disseminate incoming documents and ensures proper circulations to other departments
-Set up accommodation and entertainment venues for guests
-Prepare and maintain expense reports
-Set up and coordinate meetings and conferences
-Create, transcribe and distribute meeting agenda and minutes
-Perform general clerical duties including, but not limited to; photocopying, faxing, mailing and filing
-Maintain an electronic filing system, file hard copy of documents
-Arrange, dispatch and receiving of various deliveries with UPS/Fed Ex/Airborne packages
-Research price and purchase office furniture and supplies
-Coordinate project-based work
-Assist directors & principals on day-to-day operation
-Assist the Asset Manager in preparing portfolio statements & trade tickets
-\Perform other investment related tasks
-Answer and handle telephone calls in an appropriate manner
-Makes and receives fax messages from internal department and third party
-Act as a reliever in the absence of the Personal Assistant of the CIO
Administration Responsibilities:
- Report directly to the General Manger
- Update the GM on his meetings and appointments
- Receive all incoming calls for the General Manager & all other concerned departments
- Prepare and distribute all memoranda for action & information.
- Handle all correspondence of all departments
- Maintain an easily accessible filing system
- Screen CVs / Application for the General Manager’s approval
- Maintain Staff File / Records
- Keep in track with the Staff Records e.g. Passport/ Labour Card / Insurance Cards
- Receive and dispatch incoming mails
- Keep in track of all incoming and outgoing faxes.
- Coordinate with the PRO regarding visa processing for newly hired employees as well as staff visa processing
- Prepare and hold original copies of employee’s offer letter, employment contract, personnel action form, appraisal form, appointment letter, employee’s labour card and labour contract, employment visa, processing, flight request, company’s rental contracts, confidentiality agreements and other necessary documents
- Keep in track with the Hotel Confidential Documents e.g. Contracts, Credit Facility, Internal & External Memoranda
- Prepare the General Manager’s monthly report
- Effectively handle and manage confidential & sensitive information
- Arrange required appointments for the General Manager
- Perform other duties assigned by the General Manager
Food & Beverage Responsibilities:
- Prepare reports / internal & external correspondence for the F&B Manager
- Keep in-track with the F&B Department records
- Assist the Food & Beverage Manager in Banquet Reservations
- Prepare Event Orders for Functions e.g. Seminars / Conferences / Weddings etc, Designing Hotel Flyers / Promotions
- Perform other duties assigned by the F&B Manager
- Ensure implementation of age appropriate curriculum to nurture and stimulate the psycho social, cognitive and cultural needs of the children
- Observe, see, hear and respond to children’s needs, emergencies and conflicts that may occur inside the school premises
- Communicate verbally and in written English to the degree that the children, parents and other staff members are able to understand and respond
- Report directly to the Directress regarding classroom issues
- Keep necessary attendance records and other records needed
- Prepare lesson plans for classroom discussions and evaluation
- Attend staff meetings and trainings for professional growth
- Conduct scheduled meetings
- Implement programs, which encourage children & parents involvement
- Communicate with parents on child development issues, policies or other concerns related to their children
- Secure health, hygiene, safety, and overall well-being of children at all times
- Keep classroom neat and orderly
- Report any symptoms of child abuse, abnormal behavior, injuries, illnesses to the Directress or parents
- Confer with each parent to discuss his/her child’s growth and development
- Maintain confidentiality of records and information of staff and students
Dean's Lister for the School Year 2003-2005