Assistant Manager to Deputy Vice Chancellor- Campus Operations
Higher Colleges of Technology
مجموع سنوات الخبرة :4 years, 9 أشهر
-Managing the DVC’s office in a professional manner.
-Serving as the main point of contact between the DVC and internal or external stakeholders for information requests and developing communication from DVC to other stakeholders.
-Organizing meetings in liaison with concerned parties to ensure meetings are properly planned and to avoid conflicting and overlapping schedules; ensure efficient management of appointments diary and meeting schedule, including timing, priority setting, and agenda preparation.
-Attending meetings and workshops with the DVC when required; taking minutes of meetings, communicating to relevant stakeholders and following-up on actions.
-Managing document flow received and sent by the DVC in a timely and accurate manner.
-Oversee information processing, filing, archiving and retrieval; ensure accuracy, completeness, timeliness, integrity and confidentiality of documents.
-Monitoring office supplies; oversee the proper recording, verification, and maintenance of invoice information.
-Leading the development of reports, documents, memos, circulars and other correspondence as required per DVC.
-Reviewing the translation of documents from Arabic to English and vice versa to maintain message content, context, and style as much as possible.
-Planning, prioritizing and assigning activities to subordinates; following-up on results.
-Managing travel and accommodation services for the DVC.
-Providing professional development support and performing periodic performance reviews for direct subordinates based on HCT's Performance Management System.
-Coaching and mentoring subordinates on a regular basis.
-Contributing in an effective and efficient manner to the recruitment and development of UAE Nationals.
-Manage an extremely active calendar of appointments, arrange complex and detailed travel plans, itineraries, and agendas, and compile documents for travel-related meetings.
-Prioritize, and follow up on incoming issues and concerns addressed to the CEO.
-Draft acknowledgement letters, personal correspondence, memos and process highly confidential documents.
-Schedule and coordinate meetings, take meeting minutes, prepare and distribute agenda, and meeting materials
-Prepare and track expense reports.
-Handles eight bank accounts and various credit cards worldwide.
-Track invoices, establish POs, and coordinate with Finance department on these matters.
-Continuously update CEO’s contact database.
-Assist CEO with personal tasks whenever required.
-Assist with the company internal and international events.
-Handle incoming / outgoing calls, correspondence and filing.
-Organize business travel, itineraries, and accommodation for managers.
-Monitor inventory, office stock and order supplies as necessary.
-Update & record the holiday, absence and training records of staff.
-Conduct research and prepare weekly and monthly statistical reports for Chairman.
-Assist with budget tracking and day to day budget management.
-Set up and coordinate meetings and conferences.
Medical and risk planning, preventative programs, in-country expertise and emergency response for travelers, expatriates and their dependents.
-Ensure incoming calls are answered promptly, appropriately and courteously.
-Ensure inbound requests are handled in timely efficient manner.
-Managing an allocated load of cases within the shift and ensure that it is communicated appropriately and efficiently in the transmission handover.
-Ensure that sufficient logistic arrangements are made in timely and appropriate manner to meet the needs of members and clients.
-Escalate cases and requests as per company protocols.
-Ensure continuity of service delivery by answering all requests for assistance in a timely and professional manner.
-Organize the full range of medical and security services for clients, utilizing the internal resources of
International SOS and external correspondents where necessary.
- Work harmoniously with fellow operations staff, members of the medical team and other Assistance
Centers in the provision of assistance to members.
-Positively promote International SOS to other organizations.