Office Manager And Executive Assistant
SEE Nexus
Total years of experience :13 years, 1 Months
1. Implementing new initiatives.
2. Ensure that senior management is fully informed of all correspondence / issues and highlight immediately any unusual matters of significance.
3. Develop and maintain a well-organized filing system.
4. Compose, formulate, review and edit all business correspondence independently.
5. Perform any additional business related functions as directed by the Line Manager.
6. Reading, monitoring and responding to email.
7. Answering calls and liaising with clients competent.
8. Preparing correspondence.
9. Delegating work in his absence.
10. Planning and organizing meetings and events.
11. Organizing travel and preparing complex travel itineraries.
12. Preparing papers for meetings and Presentation,
13. Taking notes, Conducting research.
14. Managing and reviewing filing and office systems, Typing documents.
15. Sourcing and ordering stationery and office equipment.
- Manage and maintain diary and email account.
- Filter, organize and respond to emails, highlight urgent correspondence and print attachments.
- Dealing with appointments.
- Ensure busy diary commitments, papers and travel arrangements are managed effectively including
producing a daily folder with diary, necessary papers etc. and troubleshooting problems.
- Conduct weekly diary meetings with the MD to discuss upcoming engagements, invitations and other
requests.
- Schedule on behalf of the MD meetings between him and his direct reports.
- Coordinate travel and accommodation requirements in connection with others and ensure arrangements in
place for the MD match his requirements.
- Filter general information, queries, phone calls and invitations to the MD by redirecting or taking forward
such contact as appropriate.
- Ensure the MD is fully briefed on, or prepared for, any engagements he is involved in. Keep and maintain
an accurate record of papers and electronic correspondence.
- Prepare correspondence, including the drafting of general replies.
- Minute general meetings as required and complete research.
- Keep and retrieve files.
- Ensure guests meeting with the MD are well taken care of.
- Provide a service that is in line with the MD’s work habits and preferences.
- Handling all registration of boat in Delaware including insurance.
- Translate Legal Documents from English to Arabic and vice versa.
- Doing all Updates of Website, social Media Pages.
- Provide a comprehensive secretarial and administration service to the CEO across the range of his work.
- Develop, maintain and review administration systems.
- Maintain and organize the diary, filing system and all other relevant areas as necessary.
- Support the CEO in his projects, proposals, bids, etc. through research, consultation, team-management.
- Draft speeches, briefings, and project proposals as requested.
- Professionally represent the organization at sector networking events
- Produce texts for the main website as requested
- Facilitate meetings, schedule debriefing meetings so follow up action can be implemented. Also by arranging
refreshments, seating and taking minutes if required to do so.
- Co-ordinate staff/Board residential and meetings
- Respond to Board member and other stakeholder queries in a timely and professional manner, both orally and
in writing.
- Co-ordinate all senior management and Board member travel arrangements
- Compile Board papers and ensure they are sent in good time for meetings. To circulate reports, minutes and
agendas for Board and Sub-committee meetings. To liaise with the Chairman and other Board Members on
various matters as required.
- To be responsible for receiving enquiries and providing an effective referral service to service users.
- Maintain the complaints file and ensure all complaints are responded to within target timescales.
- Maintain and continuously keep up to date all mailing lists.
- Ensure the effective management and update of all relevant databases.
- Liaise positively and professionally with colleagues and visitors.
- Commit to support team and project output.
- Being amiable, professional and approachable at all times.