Administration Executive
Lowe Middle East and North Africa FZ LLC
Total years of experience :17 years, 2 Months
• Reporting to the Office Manager, Business Regional Director and act as a Personal Assistant in the absence of the CEO's Executive Secretary
• Coordinate travel arrangements including flight booking, hotel reservations, and transportation for team members as needed.
• Train new office staff in the agency procedures and in use of the current ADMOD software for Timesheets purposes.
• Monitor and manage office supplies inventory, placing orders when necessary and ensuring adequate stock levels.
• Assist with preparing and reviewing expense reports, raising Local Purchase Order, and ensuring accuracy and adherence to company policies.
• Assist in managing calendars, scheduling appointments, and coordinating meetings, ensuring optimal time management and prioritization.
• Take dictation and meeting minutes, accurately enter notes, and distribute.
• Arranging courier delivery and invoices and coordinating it with Account Management and Finance to invoice the client accordingly.
• Maintain strong relationships with vendors and keep price data to get the best pricing on supplies and services.
• Coordinating the flow of information internally and with other departments and organizations.
• Manage incoming and outgoing communications, including answering and screening phone calls, taking messages, and responding to emails in a professional and timely manner.
• Handles petty cash float and manages office supplies orders within the budget guidelines of the organization.
• Ensure the administrative operations are running smoothly.
• Preparing reports to help manage our clients and negotiate better deals, create efficiencies, and overall stay profitable and healthy as a business.
• Prepare and distribute correspondence, memos, reports, and presentation as requested.
• Maintains an up-to-date and accurate digital filing, records, and documents, ensuring accuracy, confidentiality, and easy retrieval.
• Collaborate with other team members to coordinate and execute company evets, meetings, and special projects.
• Oversee administrative policies and procedures for offices and/or organization.
• Greet and assist visitors and clients in a professional and polite manner and direct them to the appropriate person.
• Organize conferences and carry out a variety of administrative tasks.
• Aside from being an Administrative Executive, I have to multi-task due to an additional job role in the agency that needed to be worked at, the agency has added a responsibility to me as a Traffic Assistant in the Creative Department as well. The main role is assisting and managing the daily schedule and calendar of the Creative Business Director, Art Directors, Graphic Designer and Finalizers from January 18, 2015, till May 30, 2019.
• Acted as Product Director’s first point of contact with people from inside and outside of the organization.
• Receiving, arranging and sorting mails/couriers and follow-up all tasks that are injected through e-mails.
• Arranging meetings, appointments and schedules of the Head of the Department.
• Organize business itineraries, hotels and travel arrangements.
• Responsible and reliable in the absence of the Head of the Department and can do multi-tasks.
• Accordingly and systematically filing correspondence and other confidential and important documents and records.
• Taking dictations, drafting letters and also taking minutes of meeting of the Department.
• Updating contact database of clients and business partner’s information.
• Helping out Marketing head for the implementation of the monthly marketing activities of the company.
• Proficient in switch boarding, screening telephone calls and transferring it directly to an individual.
• Devising and maintaining office systems, including data management and filling.
• Screening telephone calls, inquiries and requests, and handling them when appropriate.
• Greet visitors and determine whether they should be given access to specific individuals.
• Arranging travels and accommodation.
• Organizing and maintaining diaries and making appointments.
• Dealing with incoming emails, faxes and post, at times corresponding on behalf of the manager.
• Compile, transcribe, and distribute minutes of the meeting.
• Liaising with the production staff department.
• Filtering all of the CVs that comes-in into our database.
• Injecting the new briefs/jobs to the office’s official system.
• Contributes in tracking the right timing of the promotional shows.
• Keeping track and records of all the tapes that should be kept organized.
• Keeping records of the promoters/artists confidential information and contracts.
• Drive the implementation of marketing plans including oversight of planning, production and distribution of all materials, performed ‘hands-on’ role as necessary.
• Developed and managed the designated annual Marketing plans and budgets, including costs to ensure business objectives are met within allocations.
• Managed the external and internal resources required in the development of materials for promotion.
• Organized marketing events/sponsoring outside organizations on their special projects to formulate and spearheads the implementation of external promotional activities.
• Inspect layout, advertising copy, audio tapes and other promotional material for adherence to specifications.
• Responsible in conducting annual marketing career orientation for graduating second level students to give career advice and advertise the courses offered by the Institute.
• Provided reports based on information collected such as marketing trends, competition, new courses and pricing to plan promotional campaigns.
• Targeting prospective clients, individual and employees from different companies to promote school’s tutorial courses such as MS Office Training Program, AutoCAD and PC Troubleshooting.
• Monitored and analyzed marketing promotion results to determine cost effectiveness of promotion campaigns.