Executive / Administrative Assistant to Assistant Vice President
United Arab Shipping Co.
Total years of experience :14 years, 0 Months
• Perform general clerical duties such photocopying, scanning, faxing, mailing, filing and retrieving. Maintain hard copy and electronic filing system. Perform other duties as assigned in related areas and maintain confidentiality.
• Meet and greet V.I.P clients/visitors and arrange for hospitality service. Escort them to other staff members’ office as and when required.
• Make travel arrangements through the TMS for the Asst. Vice President’s business travel.
• Maintain and update the Asst. Vice President’s calendar, schedule, tasks and appointments and remind on appointments and tasks (electronically & manually)
• Maintain and update the database of contacts electronically
• Prepare and maintain Asst. Vice President’s expense report, business travel reports and related documents.
• Maintain systematic filing of finalized contracts and send / distribute them through courier.
• Ordering and ensuring sufficient stock of stationery supplies for the department.
• Setup and coordinate meetings arrangement with Executive & subordinates staff and distribute the agenda.
• Answer telephones and handle the Asst. Vice President’s incoming / outgoing letters and mails in appropriate manner.
• Assigns jobs and duties to office staff as needed.
• Routine secretarial duties like correspondence & coordination of meetings, day to day administration work, filing, report preparation etc.
• Taking shorthand dictation and documentation work of the Managing Director.
• Coordination among different departments, Link between members and other organizations and interaction with external clients when required.
• Managing contact details, schedules & filing work for the Managing director.
• Managing official expenses, confidential documents /files.
• Screening of Calls/Mail/Fax/E-mail of the Managers.
• Organizing for Board Meetings & prepare agendas, minutes/ notice/ reports preparation and maintaining records etc.
• Handling in-bound & out-bound correspondence /courier and maintaining the registers.
• Coordinate for administrative and logistic arrangement (Hotel, Travel etc) of the MD.
Principles of Accounting, Statistics, Business Law & Management
