Executive Assistant
Sky News Arabia
Total years of experience :11 years, 1 Months
Providing secretarial, clerical and administrative support to the Senior Manager and Head of Department in order to ensure that services are provided in an effective and efficient manner.
• Receive, screen and respond appropriately to telephone calls, inquiries and requests on behalf of Senior Manager as directed by them; take accurate messages and follow up as requested by Senior Manager in order to ensure enquiries are dealt with promptly and professionally.
• Organize and manage Head of Department schedule, review schedule with Senior Manager on a daily basis, make and confirm appointments on their behalf and keep Senior Manager informed of daily agenda. Reschedule as requested.
• Liaise with Administration Coordinator in regards to Senior Manager and Head of Department travel and accommodation arrangements.
• Compose and type letters, memos, correspondence and reports as requested by Head of Department
• Maintain and update assigned Partners files to deal efficiently with paper flow and organization and storage of paper work, documents and computer-based information.
• Maintain a tracker for all Department requests and update business users on the status regularly.
• Manage and maintain the open orders on the ERP system and ensure the request is done regularly by the business users.
• Follow up with suppliers to ensure invoices are received on time and deal with any billing discrepancies.
• Provide regular and ad hoc reports on Department expenditure on a monthly basis to the CFO office.
• Assist the finance team with ad hoc duties and reports.
Manage multiple projects as assigned by the Chairman related to diverse lines of business, community, and personal interests with inter-related activities and relationships.
• Coordinates calendar, travel, meeting, and schedule arrangements for the Chairman, staff, business partners, and customers. Includes initiating contact and securing appointments, equipment, and facilities as appropriate.
• Works closely with other team members to assure the Chairman’s preparation for meetings, presentations or other engagements.
• Administrative and functional activities include but are not limited to: Taking phone calls; maintaining personal and business files; corporate record keeping for multiple entities; supporting marketing and strategic planning activities; note taking & creating documentation filing, storage & retrieval of business and personal activities.
• Handles financial and accounting matters for the chairman with confidentiality.
• Prepares and sends business and private correspondence.
• Any other duties as assigned
Handling confidential matters such as Assistant the Executive Committee Secretary to prepare of Executive Committee submissions, Action Log, Minutes of Meetings, Instructions, memos, circulars, reports, tables, charts, spread sheets, filling and clerical functions such as preparing correspondence, scheduling meetings, etc.
• Liaise with the travel agencies, hotels and car rentals to arrange for all official bookings and accommodation locally and overseas and to grant cost effective rates.
• Assistant Executive Committee Secretary to prepare agenda’s and makes arrangements for Executive Committee Meeting, and other meetings; coordinate for each Executive Committee in strict accordance with the monthly timelines set.
• Prepare Agenda’s binder hard copy and soft copy, and then make sure all Executive Committee Members have been received.
• Prepare electronic decision format such as action log and assistant the Executive Committee Secretary to follow up with Originators or Executive Directors.
• Prepare database for all incoming and outgoing database correspondence like letters, e-mails, faxes in response to correspondence as directed by computer media, in addition to replying to incoming correspondence as required.
• Plan, maintain and manage activities (calendars) of Deputy CEO (Executive Committee Secretary) then submitted to the SAP and provide all documents support.