Office Manager to CEO
Vision Bank
Total years of experience :21 years, 9 Months
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- Managing an efficient office releasing quality time for the CEO by screening all incoming matters and diverting to relevant Groups/ Managers / external organizations
- Maintain CEO calendar on day by day basis & on yearly basis
- Arrange travel, meetings and appointments for the CEO
- Attend meeting, have their MOMs, maintaining records & follow-up action items with stakeholders
- Delivering presentations
- Compose and type routine correspondence and memorandum using word processing software and manage correspondence
- Using a range of office software, including email, spreadsheets and databases.
- Developing and implementing new administrative systems
- Delegating work to staff and managing their workload and output
- Liaising with other administrative teams
- Design and ensure filing systems are maintained and up to date
- Organizing the office layout and maintaining supplies of stationery and equipment
- Maintaining the condition of the office and arranging for necessary repairs
- Define procedures for record retention
- Ensure protection and security of files
- Follow up and tracking of all internal and external correspondences
- Managing deadlines and ensuring that all pending issues are addressed on time
- Provide various advices for the CEO in admin and operation areas
- Provide telephone coverage - answer executive phones, take accurate messages, handle urgent calls with appropriate judgment and provide routine information within the scope of authority
- Act as liaison between the office of the G. CEO, Sectors heads and Board of Directors
- Coordinate deliverables, meetings, reporting, plans, and other activities between the G. CEO and his direct reports.
- Obtain pertinent information for G. CEO’s projects and day-to-day functions
- Meet daily with G. CEO to review schedule and pending issues. May respond on G. CEO’s behalf at times and helps triage items for him
- Manage the content of information flowing into and out of the G. CEO’s office, schedule of the G. CEO, correspondence and presentations, and other executive support, as needed
- Construct professional correspondence and an avid proofreader. Type and compose memorandums, policies, minutes, manuals, letters, forms, procedures, contracts, proposals, agendas, notes, and other documents and correspondence, as appropriate
- Provide calendar and scheduling coordination, ensuring the most effective use of the G. CEO attention and focus
- Ensure all details have been secured for G. CEO meetings (on-site and off-site)
- Arrange special meeting facilities (e.g. food, PC projector, etc.); send meeting confirmation emails; prepare and distribute meeting materials
- Handling all travel arrangements (domestic and international) including hotel accommodations, airline reservations, rental cars, off-site meeting venues
- Anticipate what is required to get the job done successfully and take initiative to obtain details required
- Maintain accurately an organized electronic and paper filing system
- Work with the G. CEO and his direct reports to create, develop and maintain dashboards and other tracking reports that will enable effective communication.
- Handle Board of Director related activities and communications with a high degree of professionalism, accuracy, and confidentiality
- Assist the G. CEO with the coordination and management of special projects and events
- Interact and establish relationships with high-level executives
- Receiving CEO visitors & reflecting good image for him and for the company.
- Answering telephone calls and coordinating internal correspondence between CEO & other top management.
- Typing of external correspondences using information provided by CEO, printing the correspondences, assigning issuance numbers to each.
- Monitoring the files movement to and from CEO and ensuring the smooth flow of files inside and outside the office.
- Assisting in preparing internal and external meetings for CEO; preparing agendas, making any required reservations or bookings.
- Organizing, maintaining file system, and keeping documents records in a systematic and easily retrievable manner.
- Preparing and composing draft memos, reports and other documents and performing any associated typing tasks.
- Ensuring that archiving is in compliance with the set procedures and purging files in accordance with the set procedures.
- Following up and tracking daily mail to and from the company, managing the electronic mail, archiving emails in computer folders, and keeping backup copies.
- Full responsibility for the company media file.
- Full responsibility to coordinate CEO private job.
- Register students in the courses.
- Follow up all concerned matters regarding all students including issuing the certificates.
- Prepare chronological order for new courses.
- Arrange venues and facilities for courses.
- Contact point for external parties attending and/or delivering training sessions.
- Provide on-hand assistance during training courses.
- Co-ordinate invitations to practitioners, compile attendee lists etc for each course.
- Co-ordinate feedback from courses and produce draft reports.
- Prepare correspondence, reports, and materials for publications and presentations.
- Setup manager's travel arrangements.
- Setup accommodation and entertainment arrangements for company visitors.
- Maintain manager’s calendar.
- Prepare and maintain President's expense report.
- Setup and coordinate meetings and conferences.
- Create, transcribe, and distribute meeting agendas and minutes.
- Answer telephones and handle in appropriate manner.
- Perform general clerical duties to include but not limited to: photocopying, faxing, mailing, and filing.
- Maintain hard copy and electronic filing system.
- Sign for DHL/Fed Ex/Airborne packages.
- Other duties as assigned.
- Translate all concerned E-mails & Faxes.
- Proofreading and editing final translated versions.
- Networking and making contacts.
- Browse the concerned sites and newspapers to find suitable Tenders & Offers.
- Do some Secretarial & Managerial tasks.