Secretary / Administrative Assistant
ECOCOAST CONTRACTING LLC
Total years of experience :24 years, 9 Months
Executive & Administration
• Manages CEO’s calendar and coordinates with internal and external parties upon his
request for online and face-to-face meetings.
• Organizes the quarterly board & external meetings of the company owners, CEO & Board
of Directors.
• Organizes and arranges official travels - flights, hotel accommodations & transportation
of all employees as required.
• Oversees the day-to-day management of supplies, equipment and facilities including
maintenance, inventory management, logistics and all other related activities and initiate
requisitions to replenish.
• Serves as a primary point of direct administrative contact and liaison with other offices,
individuals, external institutions and agencies on a range of specified issues.
• Manages and maintains the office, ensuring that all reports and complaints about
malfunctions are taken care of and given immediate action.
• Handles all utility bill payments for the Head Office and Sites that includes preparation
of reports for company mobile phones usage and fuel consumption.
• Manages and handles all local and international, incoming & outgoing courier related
requests.
• Ensuring smooth operations of the Head Office and maintaining a respectable brand
image for the company.
• Manages the meeting room booking requests and prepares/organizes it for meetings.
Accounts department
• Reviewing & processing of all company related expenses - petty cash funds, cash and
credit card transactions for payment processing.
• Handles reimbursement of official international travel expenses (Imprest) of Sales team.
• Processing of HO (only) related invoices, with proper documentation & approval.
• Quickbooks entry for all company expenses.
Marketing & HR department
• Organizing all companys’ special occasions & events both internal and external in
coordination with the Head of Marketing.
• Updating & synchronizing of all employee files in DB & Bamboo HR, onboarding &
offboarding, insurances & C3 application & cancellation.
• Maintaining comprehensive and accurate records, documentation processing and filing.
• Coordination between staff & HR Manager for all concerns, issues and requests.
• Organizing & arranging the monthly Employee of the Month nomination & awarding of
the winners.
• Timesheet preparation.
• Provides complete secretarial and administrative service to Directors and Senior Managers, allowing them to concentrate on mainstream activities.
• Receives calls and visitors for Directors and Senior Managers and determine whether they should be given access to specific individuals.
• Serves as a primary point of direct administrative contact and liaison with other offices, individuals, and external institutions and agencies on a range of specified issues.
• Organizes and arranges official and personal travels & hotel accommodation arrangements for Directors, Senior Managers, company guests and staff as required.
• Organizes and coordinates meetings, conferences, and other special events, as required.
• Handles reimbursement of company related expenses, prepares expense sheet/reimbursement for the Directors and Senior Executives for their travels and everyday expenses.
• Oversees the day-to-day management of supplies, equipment, and facilities for the organization, as appropriate, to include maintenance, inventory management, logistics, security, and related activities.
• Extensive data control - establishes, implements and maintains files, records and registers in cooperation with the Project team.
• Composes and prepares written documentation and correspondence for the office; screens and evaluates incoming and outgoing correspondence and ensures proper dissemination.
• General document control activities such as photocopying, scanning, analysis of suppliers documents compliance with Project standards regarding numbering and all others aspect related to document quality.
• Assistance in the preparation collation and issue of reports and registers as may be required.
• Communicate and liaise with Project Teams, Suppliers/3rd parties to agree standards, systems, efficient flow of documentation, handover and close-out of Project activity to ensure consistency in document control as required.
• Maintains and manage all flows of documents either in electronic form or on paper support.
• File documents in physical and digital records.
• Process incoming documentation (registration in the DMS, internal distribution, archiving).
• Process outgoing documentation (transmit to Client and Suppliers/3rd parties).
• Ensure control and coordination of projects documentation and data.
• Ensure all drawings/documentation are correctly identified, distributed and filed/stored.
• Ensuring the use of standardised forms and templates.
• Provides confidential secretarial and administrative support for the Managing Partner that includes managing the schedule/calendar, making travel arrangements, screening and handling telephone communications, greeting and directing visitors, and dealing with administrative problems and inquiries as appropriate.
• Serves as a primary point of direct administrative contact and liaison with other offices, individuals, and external institutions and agencies on a range of specified issues; organizes and facilitates meetings, conferences, and other special events, as required.
• Gathers, enters, and/or updates data to maintain departmental records and databases, as appropriate; establishes and maintains files and records for the office.
• Assists with project development and planning to ensure more efficient service and organization of the office.
• Composes and prepares written documentation and correspondence for the office; screens and evaluates incoming and outgoing correspondence and prepares responses as appropriate.
• Assists in the coordination, supervision, and completion of special projects as appropriate.
• Coordinates and oversees the day-to-day management of supplies, equipment, and facilities for the organization, as appropriate, to include maintenance, inventory management, logistics, security, and related activities.
• May supervise personnel which may include recommendations for hiring, performance evaluation, training, work allocation, and problem resolution.
• Performs miscellaneous job-related duties as assigned.
• Receives calls and visitors for senior managers and determine whether they should be given access to specific individuals.
• Communicates verbally and in writing to answer inquiries and provide information.
• Prepares agendas and make arrangements for committee, board, and other meetings.
• Compile, transcribe, and distribute minutes of meetings.
• Conduct research, compile data, and prepare papers for consideration and presentation by executives, committees and boards of directors.
• Prepares and manages correspondence, reports and other documents.
• Assists senior executives and company heads with their presentations and summarizing reports and documents.
• Organize and coordinate meetings, travel and hotel accommodation arrangements for executives, company visitors and all staff.
• Manages and maintains executives’ schedules and calendar.
• Maintains confidentiality of the information/documents that are being shared by senior executives and management teams.
• Acts as a liaison between the external or internal executives, managers and clients in coordinating meetings.
• Manages and maintains the office, ensuring that all reports and complaints about malfunctions are taken care of and given immediate action.
• Performs other related duties as required.
• Screens calls and ensures that appropriate action is taken regarding handling of any external calls with the objective of ensuring that all calls are attended to appropriately and in a professional manner. Also handles outgoing calls.
• Prepare and disseminate correspondence, memos and forms
• Observes confidentiality procedures and registers accountable documentation, records and reports to ensure security and control.
• Reads and analyzes incoming memos, submissions, and reports in order to determine their significance and plan their distribution.
• Receives and attends to inquiries of visitors, clients and suppliers visiting the office.
• Provides a complete correspondence service, including faxes and email, routing correspondence as necessary and drafting replies where appropriate to ensure that all mail is dealt with efficiently.
• Schedules meetings and/or appointments of senior managers.
• Manages and maintains the office, ensuring that all reports and complaints about malfunctions are taken care of and given immediate action.
• Provides a complete secretarial and administrative service to senior managers, allowing them to concentrate on mainstream activities.
• Makes travel arrangements in a cost and time-effective manner, including booking itineraries/venues.
• Coordinate and direct office services, personnel and housekeeping, in order to aid executives.
• Coordinates activities of all the departments.
• Facilitates and monitors hands-on activities of students.
• Organizes seminars and trainings for faculty members and students.
• Teaches Secretarial subjects, monitors and evaluates students’ performance.
• Monitors faculty members and serves as assistant/secretary to the Academic Head.
• Prepares minutes of the meetings, memoranda, correspondence and also handles filing.
• Provide a complete secretarial and administrative service to the Department Heads and allow them to concentrate on mainstream activities.
• Maintaining the senior lawyer’s daily calendar/schedule.
• Prepares Legal Documents (Affidavit, SPA, Deed Of Sale, etc.)
• Organizes the appointments and court hearings of the senior lawyer.
• Schedules travel plans and itinerary including ticket and hotel bookings.
• Receives and attends to inquiries of visitors, clients and suppliers visiting the office.
• Screens and responds to incoming calls and takes appropriate action to handle the situation.
• Composing, editing and proofreading memos, legal documents and business correspondence.
• Provides a complete secretarial and administrative service to lawyers and legal staff that allow them to concentrate on mainstream activities.
• Establishes and maintains complex and legal files, maintains manuals and update resource materials, collate and distributes information. Ensuring the appropriate distribution and release of confidential or sensitive information.