Executive Assistant And Office Manager
NAAAS Holding Group
مجموع سنوات الخبرة :22 years, 10 أشهر
Key responsibilities:
- Accountability of all office administration work.
- Coordination with the management team in regards to meetings and conferences.
- Take minutes of meetings and follow up on the action plan.
- Accountability of tenders and bids process and review the contents before submission.
- Accountability of official correspondences in both languages Arabic and English, with Government and Private Sectors.
- Initiate drafts and responding to correspondences from other departments.
- Business development, by doing researches and communicate with global suppliers.
- Accountability of the recruitment process, as requested by the GGM. From the advertising to the selection.
- Send faxes and emails individually.
- Register and filing the In & Out documents, answering phone calls and direct them to right departments.
- Follow up all tasks directed to other departments and ensure they are completed on time.
- Follow up the accomplishments of client’s complains & report to my manager.
- Make appointments and greets clients, prepare agenda’s & minutes of meetings.
- Book for business lunch/dinner with local and foreign clients.
- Organize the GGM business trips.
- Accountability of events & internal celebrations.
Assisting Family business companies to structure their HR system and payroll.
Handling Human Resources (HR) work (Recruitment and Operational)
Recruitment work:
- Accountable for Audit recruitment in the firm from screening to selection stage. Including all hiring types (permanent/interns/temps/ and secondees).
- Holding meetings with the recruitment representatives from each department to plan for the new financial year recruitment according to their budget.
- Advising a successful plan for the Audit recruitment upcoming financial year (FY).
- Advertising audit vacancies on KPMG website, internal portal (referral), external websites (e.g. Gulf Talen, LinkedIn and Bayt), Global Mobility, and other suitable means as required.
- Scheduling HR and Technical interviews with the necessary business units’ management.
- Conducting HR interviews for the Audit department.
- Conducting HR interviews for other departments (Advisory, Tax and Support Team) when requested.
- Providing recruitment updated reports to the Business units, Partners and HR manager periodically.
- Selecting the best talented candidates that meet the departments’ requirements.
- Assisting in the Graduate Scheme within the firm.
- Accountable and managing the internship program for all business units.
- Accountable and managing the secondement process in the Audit department.
- Updating the Job Descriptions for all levels after discussing with relevant Business Unit (BU) managers and partners.
Operational work:
- Sending initial offers and negotiate about the packages.
- Accountable and managing of the new joiners onboarding from the day they accept the offer (i.e. sending the required documents, follow up, address their queries, prepare their employment contracts, applying for their visa. etc.).
- Accountable for the joining logistics of the new joiners on their first day/week in the office.
- Conducting the first day induction for new joiners - all levels (Junior to Partner's level).
- Following up with the new joiners on their first week in the office and address any queries or requests they have.
- Accountable and managing employees’ data and records on KPMG internal SAP system (KOPS) - (e.g. leave reports, personal information, timesheets and payroll.
- Accountable and managing the medical scheme helpdesk.
- Accountable and managing the HR helpdesk and responding to all employees queries.
- Accountable for issuing reference, probation and service letters for current employees and alumni.
- Liaising with the Public Relation Officer (PRO) in all immigration related work.
- Managing weekly reports for the attendance, monthly reports for sick leaves, annual passages, etc.
- Assisting in the performance development plan process (PDP) for staff who are rated below expectation in their appraisal.
- Conducting exit interviews.
- Accountable for the e-Filing and archiving system for employees files.
- Ensuring the company policies and procedures are followed and assist where required.
- As core member in the Social Committee (SOCCOM) team in KPMG, I am responsible for organizing the main events for the company (annual party, Ramadan dinner, bowling tournament, family day, etc.).
- Member of the firm fire-warden team.
Handling all HR work (Administrative and Technical)
Administration work:
- Handling all the new joiners formalities from the day he /she accept the offer (i.e. Preparing his/her Labor contract, applying for their visa, sending him/her emails for the procedures we are going through, our requirements, booking their TKT, hotel/accommodation, .. etc.), prepare their access cards, ID;
- Prepare the forms where he/she has to fill on their first day of joining, give them a one day induction to feel aware/comfortable with the company and country till they meet with their PM;
- Keep eye on them for one week in case they request anything, and to make sure they are fine;
- Update their data on our system for their reports, timesheets and payroll;
- Prepare for their Medical insurance cards;
- Assist in the Staff problems and raise them to the proper person;
- Pull out weekly reports for the attendance and monthly reports for sick leaves, annual passages, etc.
Technical Work:
- Interviewing candidates via phone and in person;
- Selecting the proper candidates for the post;
- Update the Job Descriptions to match with levels in the department/s;
- Hold meeting with the representatives from each department to plan for the new financial year recruitment and after that, the follow up meetings;
- Aware with the company policies;
- Easily short-listing candidates CVs;
- Easily pick up the proper CV from our formal websites according to our Job descriptions (JD).
Handle all secretarial work for the Audit Department (Directors & Partners), as follows:
- Screen CVs and shortlist them as per the requirement of the department.
- Book interviews with the candidates and the management team.
- Assist in writing the job description of the required role.
- Type letters & financial statement in both languages Arabic and English.
- Draft letters and sending faxes, emails & memos internally and externally.
- Register the In & Out documents.
- Answer phone calls and direct them to proper department.
- Follow up the completion of all tasks directed to department.
- Follow up with clients complains & report to managers.
- Control files circulation in a large filing room.
- Book appointments and greet clients.
- Book for business lunch/dinner with clients.
- Book hotels, airlines tickets and transportation for partners or guests.
- Apply for Partners visas when required.
- Assist in events and internal celebrations.
- Assist in translating documents, reports and financial statements.
In addition, assist in the Public Relation Officer (PRO) role, by preparing business visas, resident permits, exit permits, no objection certificates (NOC) for car driving license, labor contracts, and NOC for car registration.
As a member of the Social Committee team in KPMG, I assist in organizing 3 events per year for the staff and their families.
Assist the Marketing department in organizing internal and external events (Training courses & seminars), sending updated publications to clients, updating clients business cards for our records, accomplish whatever is requested related to (purchasing gifts, dealing with printing company, … etc.)
Handle all secretarial work such as:
- Type correspondences in both languages Arabic and English.
- Initiate drafts and responding to correspondences from other departments.
- Send faxes and emails.
- Register and filing the In & Out documents, answering phone calls and direct them to right departments.
- Follow up all tasks directed to other departments and ensure they are completed on time.
- Follow up the accomplishments of client’s complains & report to my manager.
- Make appointments and greets clients, prepare agenda’s & minutes of meetings.
- Book for business lunch/dinner with foreign clients, book hotels & airlines tickets.
- Assist in events & internal celebrations.
- Make reservation of tickets using Amadeus system.
( Handling all my manager documents, faxes, emails, typing letters, filing, answering phone calls, arranging meetings & conferences, public relation.), In addition of helping in reservation ticketing using galileo system in the commercial Dept., Also getting amadeous reservation system course in egyptair training center.
( Handling all my manager documents, faxes, emails, typing letters, filing, answering phone calls, arranging meetings & conferences, supervising recent problems concering the computers .), In Addition of handling the customer service and selling Vodafone Lines to Egyptair Employees.
