Executive Assistant
Compass International School Doha
Total years of experience :27 years, 2 Months
• Act as first line contact for the Executive Principal, using discretion and tact to ensure callers and visitors receive a professional response, and are dealt with by the appropriate person.
• Organise the daily time management of the Executive Principal in terms of complex diary management.
• Liaise with members of the academic and support staff as appropriate.
• Oversee the Executive Principal’s travel arrangements, flights, dates, etc., for overseas trips and coordinate with the procurement team for bookings.
• Arrange events including venue bookings, invitations, seating, presentation
lists, refreshments and running sheets.
• Ensure absolute confidentiality and discretion at all times.
• Cover routine events or emergencies with confidence.
• Assist the Executive Principal in maintaining a smooth running and efficient office by dealing with all administrative functions and anticipating and
scheduling regular events and meetings.
• Manage the Director’s offices, including realistically organising diaries,
managing and planning time to ensure management responsibilities are met.
• Overseeing a complex system of electronic mailboxes, dealing with all
incoming and outgoing electronic, hard copy mail and dealing with all incoming
and outgoing phone calls.
• Arranging all internal and external meetings (ensuring all relevant paperwork
is prepared) and all travel requirements.
• Writing letters, reports and documents for signature.
• Answering queries, questions and disseminating information on a daily basis
to staff, students, colleagues at UCL Qatar and UCL London, and members of
the general public.
• Communicating on behalf of the Director’s, and where required the
Operations Director’s, with a variety of staff from high profile external
organisations (discretion and diplomacy essential).
• Project management of all events held by the Director.
• Taking minutes at meetings.
• Maintaining administrative systems relating to the Director’s office.
• Maintaining good relationships with peers in key stakeholders’ organisations
(QF, QM, QTA, etc.).
• Working with the Global Engagement Office for the organisation of meetings
and visits in Qatar and main campus.
• Arranging all logistics for visitors related to the Director’s office who are
visiting Qatar and UCL Qatar
including flights, accommodation, transportation and all related activities and
meetings.
• Providing occasion support to the Change Office members on a necessity
basis.
• Providing general support to the UCL Qatar functions as required by the
Director.
• Attending staff / team meetings and organisational initiatives, as requested.
• Demonstrate a commitment to continuing professional development and to
undertake specific training courses as required.
• Work autonomously in coordinating, managing and prioritizing the day-to-day
administrative activities.
• Display a high level of diplomacy, discretion and confidentiality and ensure
compliance with administrative policies and procedures.
• Draft and / or prepare a full range of materials such as emails,
memorandums, reports, presentations,
correspondence and meeting material.
• Manage busy and complex diaries, anticipating the need for and rescheduling
of appointments.
• Provide Executive support for a wide range of high level meetings including
provision of supporting papers and other meeting material.
• Create and / or distribute agendas and records and transcribe and distribute
minutes for a wide range of high level meetings.
• Assist with background research and analysis on specific issues as required,
producing documents, briefing papers, reports and presentations.
• Maintain electronic records of all correspondence, reports and related
material.
• Coordinate complex travel arrangements and itineraries for staff and visiting
VIP guests and groups.
• Receive and host visiting VIP guests and groups.
• Assist in the coordination of special projects as appropriate.
• General administrative functions as directed by the team.
• Put in place all administrative process in terms of:
(i) Training schedules
(ii) Follow up with candidates
(iii) Liaise with UK office regarding certificates, bookings and training materials
• Work closely with Head of Training Operations regarding updates to all policy
documents, i.e. Health and Safety, Tutors and Associated Trainers, employee
documents, etc., as well as drawing up of emails, letters and reports.
• Manage busy and complex diaries, anticipating the need for and rescheduling
of appointments.
• Ensure accreditation associated with Awarding Bodies such as (i) IOSH, (ii)
NEBOSH, (iii) CIEH, (iv) HABC, etc.
• Follow up with all departments regarding deadlines set by Awarding Bodies
for training, examinations and results / certificates for candidates.
• Ensure all filing systems are in place and easily understood.
• Work closely with Administrative Assistant to ensure candidates are correctly
allocated to training and
examinations set.
• Ensure candidate personal information is correct, up to date and maintained
secure at all times.
• Answer enquiries regarding the company.
• Coordinate office activities.
• Maintain and schedule training rooms.
• Screen all incoming calls and emails accordingly.
• Manage busy and complex diaries, anticipating the need for and rescheduling
of appointments.
• Set up meetings for Owner and Project Manager to formulate estimates.
• Compile estimates and forward to clients for review and approval.
• On approval, ensure that the necessary deposits are made timeously.
• Contact suppliers regarding ordering of raw materials.
• Ensure timeous collection and delivery of raw materials.
• Conduct reconciliation of financial accounts.
• Constant project management to ensure deadlines are met in accordance
with client needs as well as
quality specifications.
• Follow up with clients on conclusion of works.
• Evaluate the feasibility and implementation of special projects relating to the
International Director and Managing Director.
• Involved in weekly deadlines for magazine and online publishing of clientele
advertisements.
• Manage busy and complex diaries, anticipating the need for and rescheduling
of appointments.
• Ensure all background materials are distributed in advance of meetings, i.e.
agendas, minutes and
appendices.
• Attend International / Senior Management meetings and minute accurately
and follow up on action points for International Director and Managing Director.
• Assume line management for two office assistants and receptionists to
further their skills sets and institute training and development programmes.
• Responsible for managing external relationships with service providers.
• Coordinate all business related travel arrangements for entire company
(average of 9 trips booked per day).
• Responsible for all internal correspondence between the three branches
(Johannesburg, Durban and Cape Town).
• Responsible for company purchases (laptops, cameras, etc.) whilst working
directly with the Finance Director.
• Screen all calls and emails for Managing Director and Operations Team.
• Manage busy and complex diaries, anticipating the need for and rescheduling
of appointments.
• Arrange conferences and external meetings (national and international) for
Suppliers, Franchisees and In-House Employees.
• Prepare PowerPoint presentations for regional, national and international
meetings and conferences.
• Compile agenda points and minutes for all meetings and ensure follow up on
action points for Managing Director.
• Dictation typing of store reports, letters and other correspondence.
• Compilation of spreadsheets reflecting monthly turnovers, variances against
budgets and targets and food cost discrepancies.
• Liaise with Finance Department to ensure turnovers reflected in Royalty and
Advertising forms are recorded accurately.
• Responsible for travel arrangements for Managing Director and Operations
Team.
Business Communication Advanced Typing Skills - Speed & Accuracy (90wpm) Shorthand Bookkeeping
English Afrikaans French Biology History Geography
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