Julia Scherba

I am responsible for managing all administrative functions of the office of Head of school. Facilitate and coordinate all secretarial and administrative functions to ensure the smooth running of the office of the Head of School. Acts as an ambassador to the school and performs in an efficient, professional, and confidential manner all job duties. Ability to support and replace any of admin team member. Coordinating the admin department. Close work with HR department. Organization of school events and marketing events.

As an executive assistant, I am responsible for representing my boss’s office to the CEO and with the other members of Oman Insurance senior executive team. I also represent the office of the Head of Enterprise Technology relative to strategic partners and vendors outside of the company.
Manage boss’s schedule, travel and frequently communicate directly with business partners on his behalf.
Manage boss’s e-mail correspondence both in-bound and out-bound; filtering and responding where she can in order to minimise demands on his time.
Arrange meetings and ensures that key participants are forewarned and marshaled in a timely and professional manner.
Prepares agenda’s, presentation decks where necessary and all other materials required for meetings. Works with the EVP and his own senior leadership team to ensure that minute of meetings are drafted, distributed and filed in a timely and accurate manner.
Duties:
Human Resources and Recruitment point person for the Enterprise Technology division.
Administration of all departmental staff performance management goals, performance appraisals, and data-collection.
Administration of all staff annual leave and medical leave
Division orientation for all staff joiners in the division.
Administrative support for the other six departmental managers that report directly to her boss.
Data collection, preparation of reports and filing.
Visio Presentations
Power Point Presentations
Preparation of Manual user books for a new software
Project Management coordination

Office admin duties involving filing, correspondence, purchasing office supplies, stationery and consumables; Ensuring upkeep of office to highest standards; Collate monthly office utility bills, petty cash summary and travel related invoices according to policy and procedure of finance department which includes seeking adequate approvals from managers; SAGE Accpac activity;
Secretarial/clerical duties for General Director & Financial Controller
Travel Coordination responsibilities such as arranging flights, hotels and visas for eastern hemisphere staff;
PRO tasks in all DAFZ transactions; Arranging visas; Attestation errands; Collection of post box mail / post registered mails; Process etisalat payments, subscription/disconnection of services & complains/other request;
HR duties: Preparing letters and certificates; Monitoring of leaves, Group insurance, & personnel files; Facilitate basic office needs for newly hired employees & end of service;

Event management ( Preparation for Exhibitions: Gulf Food, Index, trade shows etc)
Creating complete individual tactical plans for events defining themes concepts, partnerships required budgets, revenue sources, sponsorships and event targets.
Monitoring and updating website content customer data, base content updating corporate catalogues.
Maintain and monitor sales forecast.
Work on Design and production (Brochures, Product catalogs 200 pgs, leaflets )
Organizing of Photo sessions.