Chairman's Office Manager
Kuwait Finance House
Total years of experience :17 years, 3 Months
• Maintains office services by organizing office operations and procedures; controlling correspondence; designing filing systems; reviewing and approving supply requisitions; assigning and monitoring clerical functions.
• Provides historical reference by defining procedures for retention, protection, retrieval, transfer, and disposal of records.
• Maintains office efficiency by planning and implementing office systems, layouts, and equipment procurement.
• Designs and implements office policies by establishing standards and procedures; measuring results against standards; making necessary adjustments.
• Acts as liaison and maintain open lines of communication among senior executives, board members, shareholders, middle management and administrative staff.
• Completes operational requirements by scheduling and assigning employees; following up on work results.
• Create report, Memos, emails, presentation minutes of meetings as requested by superior.
• Updates and maintains the Chairman’s calendar.
• Produces information by transcribing, formatting, inputting, editing, retrieving, copying, and transmitting text, data, and graphics.
• Conserves executive's time by reading, researching, and routing correspondence; drafting letters and documents; collecting and analyzing information; initiating telecommunications.
• Maintains executive's appointment schedule by planning and scheduling meetings, conferences, teleconferences, and travel.
• Welcomes guests and customers by greeting them, in person or on the telephone; answering or directing inquiries.
• Maintains customer confidence and protects operations by keeping information confidential.
• Manage relationships with vendors, service providers, and landlord, ensuring that all items are invoiced and paid on time.
• Promoting staff development and training.
• Manage day-to-day operational and administrative duties to support the CEO.
• Coordinate calendar and meeting schedules using prioritization skills.
• Plan and optimize all travel plans for the CEO.
• Draft memos, letters, e-mails, documents and other responses as directed by the CEO.
• Gain a thorough understanding of all corporate goals, needs, personnel, processes and procedures; serve as a primary point of contact (POC) for the administrative needs of the CEO.
• Review and process expense reports and invoices.
• Maintain professional knowledge base and seek opportunities to enhance skills and abilities; seek new areas of responsibility and perform new tasks; recommend process improvements.
• Handle all duties with a high degree of integrity, professionalism and confidentiality.
• Perform other duties as assigned by the CEO.
• Provide high level of administrative/secretarial service to the CEO including: routing callers/ correspondence as necessary and taking initiative in drafting.
• Complete replies where appropriate to ensure that all matters are dealt with efficiently and appropriately.
• Coordinate and facilitate the reception and logistical arrangements for visiting clients and dignitaries, ensuring observance of protocol and sensitivity to cultural aspects.
• Perform accurate time management/diary service for the CEO to ensure effective use of time and attendance at all meetings at the appointed times.
• Make travel arrangements in a time-effective way, including arranging complex itineraries/venues, ensuring most effective use of department time.
• Make arrangements for meetings, including booking venue, ensuring all participants are aware of timing and adequate suppliers of stationary are available.
• Establish, maintain & revise filing and record keeping system of all documentation. Classify, sort & file correspondence and other documentations.
• Maintain records/files, replenish stationery and arrange servicing of the office equipment to ensure the CEO can function effectively and with minimum disruption.
• Control/Manage petty cash and maintain records of all invoices to match debit and credit of expenditure. Ensure balance availability at all times.
• Participate in special projects as requested by direct manager and senior team members.
• Approach all customers matters in an on biased and professional manner.
• Provides advice to customers regarding wide range of queries via email, letter or phone.
• Maintain general customers data base.
• Perform other job related duties as assigned by Line Manager.
• Communicate with supervisor on all related issues within function highlighting the improvements needed for the Group Customer Care Department.
• Responsible for complaint conflict resolution of external customers through the Customer Complaint Management System.
• Answer inquiries and requests regarding the department focusing on the importance of the confidentiality of certain identified information.
• Conduct surveys and Tele-marketing/sales.
• Ability to build and maintain good networks internally and externally.
• Handling all online activity across Facebook, Twitter of alshaya Help Desk.
• Processing Salary Certificates of various purpose upon requests made by employees.
• Assisting employees in opening their individual bank accounts for salary transfers.
• Enter & run the Overtime of employees’ on spreadsheets and Oracle systems.
• Generate & update status of the barcodes for discount/privilege cards.
• Update the database frequently with information of new joiners & employees that are no longer in the business.
• Produce standard and special reports from personnel as well as administration systems.
• Deal with employees’ information and contacts securely, sensitively and confidentially.
• Manage the employee's leave requests & process their payments & calculations.
• Monitoring the employee's files & check their status & completed documents to create an employee code.
• Dealing with all payroll queries from different levels in the business.
• Prepares documentation, and coordinates logistics for product shipment.
• Ensures freight forwarders were selected on company objectives for cost and delivery.
• Prepare shipping paperwork to complete shipping transaction in appropriate systems.
• Review and audit freight bills for billing accuracy. Respond to billing questions from external freight payment services.
• Prepare the daily mail for review & secure the signature for approvals.
• Read and analyze incoming memos, submissions, and reports in order to determine their significance and plan their distribution.
• Processing Salary Certificates of various purposes upon request.
• Prepare records such as agenda, notices, minutes, and resolutions for corporate meetings.
• Arranging employee's files on a fixed way.
• Controlling residence renewal for the staff.
• Screens incoming calls and correspondence and responds independently when possible.
• Entering Real Estates data on a special system.
• Making researches about the customer order.
• Arranging meetings & daily schedules & tasks.
• Taking phone calls & sending faxes.
• File documents in box files and retrieve them when needed.
Information Technology and Computing
Information Technology and Computing
