CFO Personal Assistant
Etisalat Misr
Total years of experience :22 years, 10 Months
-Extensive diary management including organization and administration of meetings.
-Preparation and drafting correspondence, letters, memos and emails.
-Manage/control the CFO's task items for the team to ensure timely adherence to deadlines.
-Preparing and arranging (with an in-house travel agency) European and International travel schedules including itineraries, flights, hotels and transportation for the CFO.
-Assist the CFO by providing administrative support, coordination, and other associated tasks to reach desired outcomes.
-Coordinate office purchases (eg. paper, envelopes, equipment, furniture) and inventory quantities.
-Coordinate facilities requirements, moves, maintenance, etc...
-Other duties as assigned.
• Providing assistance to General Manager and Senior Management expats.
• Maintaining office protocol and code of conduct.
• Organizing company’s events, meetings and/or conferences by arranging facilities and caterers, issuing information or invitations and controlling event budgets.
• Handling all the company’s local and international hotel reservations, accommodation and flight ticketing.
• Performing complex and confidential functions including developing non-technical correspondences and dual translation letters.
• Responding to routine external correspondence, purchase requisitions and payment requests.
• Gathering and compiles information and offers as requested and prepares related reports.
• Typing and designing general correspondences, memos, charts, tables, graphs, and presentations.
• Proofreading/fine-tuning copy for spelling, grammar, and layout, making appropriate changes. Responsible for accuracy and clarity of final copy.
• Performing miscellaneous job-related duties as assigned.
- Job responsibilities includes but not limited to providing the following assistance
to V.P. Under minimal supervision
- Acting as main liaison between VP office and all departments head and staff.
- Following up on behalf of VP with all departments and maintaining contacts’
database
- Maintaining office protocol and code of conduct.
- Handling all administrative responsibilities.
- Preparing agendas/Meetings and travel arrangements. Internally and for
visiting project’s consultants
- Prioritizing and handling all correspondences
- Opens incoming mail, and distributes accordingly. Sends outgoing mail,
both interoffice and outside
- Maintenance of filing system
- Prepares and maintains expense reports (Petty cash, Amex, Budget update under
SAP etc…)
- Screens incoming telephone calls, replies to routine inquiries and handles routine
requests for information.
- Supervise office boys and drivers
-Handle Ocean Export shipments for major and strategic accounts
-Formulate logistical solutions for volume shipments, (consolidation plans, partial shipments)
-Generate various reports on weekly/monthly basis, monitoring and analyzing data and informing customer accordingly.
-Billing & invoicing to both overseas offices and local customers.
-Process emails on behalf of the General Manager
-Handle all incoming/outgoing mail into/out of the executive office
-Handle all admin (MOM, Agenda, Action Plan …etc) and filing work
-In charge of travel and hotel arrangement for senior dept. heads as well as the General Manager and foreign visitors.
-Prepare presentations for corporate seminars and suppliers
-Place local order and monitor stock level for Cairo Airport Duty Free Shop
- Helping in the pre-opening phase of Lufthansa cargo warehousing project.
-Liaisons between I.E.C management and Lufthansa cargo management
-Promoting and marketing the administration building for rental purposes.
-In charge of the Pre-Opening office administration management
-Process and follow-up on reservations for special/VIP guests, including generating requests for amenities and to co-ordinate their timely pick-up by or delivery to Room Service.
-Maintain tracing files as directed for either or both the General Manager and Executive Assistant manager.
-Process e-mail for the General Manager and/or Executive Assistant Manager during his absence if assigned to do so.
-Handle requests for donations to auctions, fund-raisers etc. for charitable events.
-Ensure proper and correct communication between executive office and other staff, and maintain complete confidentiality of sensitive information.
-Maintain a cordial and professional environment in the office with all visitors and co-workers at all times.
-Process all incoming guest comment cards, responding appropriately to all negative letters within two business days, and all positive cards and letters within four business days. including the compilation of the monthly guest comment analysis and ensure proper distribution of results in a timely manner.
-Placing orders with over seas vendors
- Follow up on pending orders and communicate any discrepancy with vendors.
-Issuing & processing local/ int’l invoices
-Follow up and coordinating with faculty staff on orders delivery
-Maintain an efficient and proper filing system, enabling staff from tracing and following up on purchase orders
-Direct communication with International customer
-Coordinate export shpts via ocean/air for one specific major customer
-Liaison between local vendors, buyers, and end customer regarding production status
-Formulated logistical solutions for huge volume shipments, (consolidation plans, partial shipments….)
-Handle complex EDI transmission
Air Import Lead Agent
-Direct manager of 3 subordinate staff
-Setting department goals
-Improving organization of department operations
-Customer retention program
-Ensure all parts of the department work to meet company guidelines
- Handle all incoming/outgoing mail into/out of the Chairman office
-Handle all admin/ filing work
-Receive/respond to VIP phone calls during the absence of the Chairman
-Follow up on Agenda and keep trace of appointments
-Maintain a cordial and professional environment in the office with all visitors and co-workers at all times.
Junior Programmer
-Working in financial and personnel systems using clipper
Follow up and reports
-Company and branches Analysis report (financial, technical), reporting directly to the board of directors