Executive Assistant/Admin Assistant
Timken Middle East
Total years of experience :14 years, 0 Months
• Devising and maintaining office systems, including data management and filing.
• Arranging travel, visas and accommodation and, occasionally, travelling with the manager to take notes or dictation at meetings or to provide general assistance during presentations.
• Arranging of travel, visas and accommodation to the staff.
• Screening phone calls, enquiries and requests, and handling them when appropriate.
• Meeting and greeting visitors at all levels of seniority.
• Organising and maintaining diaries and making appointments and preparing agendas.
• Dealing with incoming email, faxes and post, often corresponding on behalf of the manager.
• Carrying out background research and presenting findings.
• Producing documents, briefing papers, reports and presentations.
• Organising and attending meetings and ensuring the manager is well prepared for meetings.
• Delegating work in your boss's absence, liaising with clients, suppliers and other staff.
• Sourcing and ordering stationery and office equipment
• Extracting and writing reports, executive summaries, newsletters, preparing presentations.
•Answering phone calls and transferring them to the correct staff.
•Welcoming and greeting clients and directing them to the appropriate meeting room.
•Organizing and managing files, in charge of sending and receiving correspondence, taking memos, typing, edit and proof read documents, ordering of business cards as well stationeries.
•Arranging visas and accommodation occasionally.
•Organizing and maintaining diaries and making appointments.
•Managing expenses raised by staff on eSpeedBuy system and doing approvals of the expense reports for the staff.
•Assist in scheduling of meetings as requested and ensuring the manager is well prepared for the meeting, also managing meeting room bookings, offer general assistance during presentations.
•Planning events like board meetings, luncheons/dinners as required by the company, and for staff meetings.
•Assist in providing office support to executives, managers and other professionals.
•Managing staff timewriting sheet and calculating total hours.
•Answer telephones and transfer to appropriate staff member.
•sign for and distribute Aramex/UPS/FedEx/airborne packages
•Perform general clerical duties to include but not limited photocopying, faxing, mailing and filing.
•Directing and planning essential central services such as reception, security, maintenance, mail, archiving, cleaning, catering, and waste disposal and recycling.
•Calculating and comparing costs for required goods or services to achieve maximum value for money as well raising Purchase Orders.
•To receive, process and action all cases opened by the staff oh helpdesk module as re-allocation on non-helpdesk related cases to Vendors.
•Managing of required in scope supplies such ordering catering, stationery, business cards, ETC.
•Receiving of passports and distributing them to the staff as per instructions from the HR department.
•Managing temporarily/permanent service Badging policies and procedures.
•Ownership of occupancy reports and desk space management in collaboration with the central team.
•Ensuring the building meets health and safety requirements;
•Checking that agreed work by staff or contractors has been completed satisfactorily and following up on any deficiencies.
•Ensuring end reception work is okay and handling clients in a polite way.
•Screening of CV’S and filling them according to candidate’s application.
•Scheduling of meetings to the President and CEO of the company and managing their daily meetings with clients.
•Answer telephones and transfer to appropriate staff member.
•Managing events according to the games that we have.
•Sign for and distribute UPS/FedEx/airborne packages
•Answering queries of clients upon their call.
•Perform general clerical duties to include but not limited photocopying, faxing, mailing and filing.
•preparing new employee joining forms
•Provide orientation and help in induction of new employee.
•Setup and coordinate meetings and conferences between clients and staff member
•Updating of the notice board with articles and questionnaires as employees get to know each other, sending out birthday wishes
•Updating of the internal telephone list.
•Ensuring end reception work is okay and handling clients in a polite way.
•Maintain cleanliness in the work area.
•Updating the database of the daily sales in the system.
•End day cashier duties and ensure the cash is banked.
•Answering of calls and making calls to where needed.
•Arranging meetings of the General Manager and updating of the sales.
•Filling of the documents and receiving of the faxes.
•Calling customers when we receive new products and making telesales for products to customers.
•Arranging of trips and booking the flights.
•Making orders of stock sold and ensuring the replenishments of shelves is done.
•Handling of customers in a polite way when there is a problem.
•Maintaining cleanliness in the working area.
•Coordinating and leading one or more teams to cover various areas of responsibility.
•Using performance management techniques to monitor and demonstrate achievement of agreed service levels and to lead on improvement;
•Responding appropriately to emergencies or urgent issues as they arise
•Sifting of CV’S and screening them.
•Calling candidates for Assessments and conducting the Assessment
•Preparing offer letters and calling the selected candidates to come sign.
•Opening files and forwarding them to Administration for Visa Application.
•Making and receiving of calls and faxes.
•Preparing trips for overseas recruitment.
•Being responsible for cleanliness and maintenance of the working area
•Answer telephones and transfer to appropriate staff member.
•As required or requested by the line manager, assist or accept other responsibilities in the office.
•To enter data and to keep the data up to date, making the necessary changes/additions on daily basis.
•Assisting customers and handling their queries where needed.
•Type setting, typing of official letters, scanning, photocopying binding (vello, spiral and tape)
Attending to the client’s queries on the services rendered.
•Making and receiving calls, and handling petty cash.
•Providing advice about visas or passports where required
•Preparing promotional materials and displays
•Selling travel products and tour packages
•Issuing of receipts and tickets bookings to customers and filling documents
•Being responsible for the cleanliness and maintenance of the counter.
Packages covered : Introduction to micro-computers, Microsoft windows, Microsoft Word, Microsoft Excel, Microsoft access and Power-Point. Others : Completed Front Office and Management.