Executive Assistant to Vice Chairman
Dakahlia Group
Total years of experience :24 years, 0 Months
Managing of Vice Chairman’s Calendar & scheduling of appointment
Provide secretarial support to the Vice Chairman by encoding correspondences, reports & documents, handling incoming visits and calls, setting meetings with various departments, clients etc.
Organizing internal and external meetings.
Managing entire filing system (document control system)
Follow-ups with different departments, companies, persons on any pending documents as requested by the Vice Chairman.
Managing all inward and outward correspondence of the Vice Chairman’s Office in order to ensure timely and accurate receipt.
Communicating information with internal colleagues and external clients/vendors when required and responsibility for transferring correct information, inquiries, complaints or messages to Senior Management.
Booking flight tickets and preparing hotel reservations for the Vice Chairman and department heads
Follow-Up with the pending tasks and duties for other departments.
Follow-up of international exhibitions of agricultural and poultry fields, including registration procedures as visitors or participation as exhibitors, and organizing meetings and dinners for customers.
Managing inventory of office supplies - (business cards, envelopes, letterheads and stationery), Ensure supplies are reviewed regularly and adequately stocked in the store to meet the requirements.
In conjunction with Space Planning team, manage seating and space planning within facility to create maximum efficiency
Oversee the cleaning and maintenance of the facility
Annual operating budget
Conduct and document regular facilities inspections and audits
Along with the Build team, coordinate office moves, the setup of new offices, and re-shuffling of existing offices
Negotiate contracts to optimize delivery and cost savings
Develop and implement cost reduction initiatives
Respond to emergencies, facility equipment alarms and system failures through a robust emergency escalation plan
Collaborate with corporate IT teams to ensure office needs are being met
Planning, scheduling, and promoting office events, including meetings, conferences, interviews, orientations, and training sessions.
Developing, reviewing, and improving administrative systems, policies, and procedures.
Ensuring the office is stocked with necessary supplies and that all equipment is working and properly maintained.
• Replace the manager in case of direct delegation.
• Provides a professional private secretarial service for the CEO routing callers and correspondence as necessary and taking initiative in drafting and finalizing replies where appropriate to ensure that all matters are dealt with efficiently and appropriately.
• Acts as first point of contact for both internal and external visitors wishing to contact the CEO to ensure that only those having genuine and acceptable reasons may do so.
• Provides a time management/diary service for the CEO to ensure effective use of time and attendance at all meetings at the appointed times.
• Makes arrangements for meetings, including booking venue, ensuring all participants are aware of timing, adequate supplies of stationery are available and may attend meeting as minutes' secretary.
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• Reads and routes incoming mail. Locates and attaches appropriate file to correspondence to Answer by employer.
• Translation from & to (English- Arabic).
• Organizes and maintains file system, and files correspondence and other records.
• Answers and screens manager’s telephone calls, gives information to callers.
• Coordinates manager’s schedule and makes appointments.
• Greets scheduled visitors and conducts them to appropriate area or person.
• Arranges and coordinates travel schedules and hotel reservations.
• Records and transcribes minutes of meetings.
• Makes copies of correspondence or other printed materials.
• Prepares outgoing mail and correspondence, including e-mail and faxes.
• Manage contacts & data entry on Microsoft Outlook.
• Orders and maintains supplies, and arranges for equipment maintenance.
• Handling Petty Cash
Delta Trade Group Position: Import & Export Coordinator
• Perform all the correspondences with foreign ready- made garments
• Suppliers, following up the orders' processing & settlement.
• Review the size specifications of each model in the new orders before the production.
• Perform analysis of orders per season, per style, per category, per supplier and per year.
• Perform analysis of JB Buying per season.
• Prepare comparison reports between shipments received and actual orders, and reporting the variance to top management.
• Review the Packing list & the Sales Invoice of each shipment.
• Follow up shipments with the forwarders and ensure of completion of all documents required for clearance of the shipments.
• Record the Purchasing Order of all the shipments through Oracle System in the Past.
• Record the Purchasing Order of all the shipments through RMS (Retail Management System).
• Assist the Human Resources Manager in recruitment and selection of candidates (screening and filtering C.Vs) in addition to scheduling interviews with candidates.
• Responsible for the resignations procedures (exit interviews, Social Security procedures etc…)
• Responsible for the hiring procedures for new employees.
• Perform the monthly payroll for the company’s employees in addition to the stores’ employees.
• Calculate the overtime for the company’s employees on monthly basis.
• Responsible of the attendance system for the company’s employees in addition to performing the data entry of all stores employees’ attendances.