Executive Assistant And Office Manager
Port, Customs & Free Zone Corporation
Total des années d'expérience :16 years, 7 Mois
• Act as the point of contact among executives, employees, clients and manage information flow in a timely and accurate manner.
• Manage schedules, calendars, appointments and flight reservations for the CEO.
• Organize board meetings, clients and presentation media for senior managers.
• Provide updates to the CEO, costs, sales, clients status registrations, daily shipping activities, quarterly and annual performance measures reports.
• Ensures a comprehensive executive secretariat, supervises the administrative, operational team, including customer service.
• Collect data and reports for analytic purposes provided from all stakeholders.
• Hiring, supervising, training, develop and motivating and evaluating employees.
• Prioritization, handling of confidential documents, processing, typing and editing.
• Compose, drafting internal/external correspondence, emails phone calls probably.
• Planing, coordinate administrative procedures and implement organization policies.
• Maintain confidentiality and security of documents and filing systems.
• Ensuring the office is stocked with necessary supplies and petty cash expenses.
• Support HR in annual employee performance evaluations.
• Accomplish on-line transactions registration of entry visas and security clearances
• Supervising multi-disciplinary teams of staff including cleaning, maintenance, grounds and security.
• Coordinating appointments, schedules meetings and managing the GM calendar.
• Overseeing general office operation, manage emails and draft correspondence.
• Arrange client contracts, maintenance agreements, quotations, invoices and permits issued by government organizations.
• Manage, Ensure all legal authorizations and permits are obtained in a timely manner.
• Track project updates with stakeholders to analyze, and keep the GM well informed.
• Greeting visitors, answering incoming phone calls with proficient manner.
• Supervising, mentoring, training, office staff and delegating assignments.
• Arrange purchasing office supplies, equipment and maintaining proper stock levels.
• Assisting HR to update and maintain office policies as necessary.
• Maintain contact information and various Administrative databases
• Arrange, maintain update files, HR databases as new hires and schedule interviews.
• Manage monthly payroll information, vacation, sick leave & track insurance updates.
• Manage employees contracts, permits, residencies visas issuing and cancellation.
• Manage clients agreements, drivers ports gate pass and drive licenses issuance.
• Perform transactions at the Embassy of KSA and Iraq to issue multiple travel visas to drivers.
• Manage correspondence, emails, maintain company policies and procedures.
• Perform orientations and schedule training as needed for new employees.
• Accomplish all government transactions, registration, renewing, issuing, permits.
• Manage trucks, arrange drivers documents of National Petroleum Co. registration.
• Manage expenses, contracting, quotations, invoices of organization supplies.
• Achieve recording, filling, documentation, tracking all incoming and outgoing
projects documents.
• Performing a variety of administrative, secretarial and clerical duties of a highly responsible, complex and confidential nature.
• Manage and coordinate internal and external correspondence and emails.
• Answering 95% of inbound calls and directing them to the appropriate staff.
• Handling a variety of confidential, sensitive correspondence and reports.
• Providing guidance to other administrative support staff and sharing knowledge of duties and experiences.
• Preparing agendas and attended meetings with supervisors, department heads.
• Manage and review all required government measures, insurance registration documentation and contracts.
• Recording, monitoring, updating work orders, purchase orders and requisitions.
• Organize weekly reports to the management team to monitor the workload of employees tasks.
• Prepared presentations and briefed senior management regarding the status of personnel and administrative actions within the organization with the upmost accuracy.
• Created databases to record and track all personnel and administrative actions within the organization.
• Maintained soldier personal data with the highest level of confidentiality.
• Maintained Performance Management Records
• Update addresses and phone numbers in multiple computer programs
Administration Marketing HR Planning Sales accounting Secretary Business
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