Executive Assistant to the Chairman "Eng. Bassil Sami Saad"
SONUT Egypt
Total years of experience :18 years, 8 Months
1. Maintain office services
Main Activities:
- Design and implement office policies
- Organize office operations and procedures
- Supervise office staff
- Control correspondences
- Review and approve supply requisitions
- Liaise with other agencies, organizations and groups
- Update organizational memberships
- Maintain office equipment.
2. Maintain office records
Main Activities:
- Design filing systems
- Ensure filing systems are maintained and up to date
- Ensure protection and security of files and records
- Ensure effective transfer o files and records
- Transfer and dispose records according to retention schedules and policies
- Ensure personnel files are up to date and secure
3. Maintain office efficiency
Main Activities:
- Maintain and replenish inventory
- Check stock to determine inventory levels
- Anticipate needed supplies
- Verify receipt of supply
4. Perform other related duties as required
•Act as reference point between the the company's associates and the top management.
•Responsible for developing the HR department and deepening the Human Capital Management concept by totally replacing the administrative affairs old concepts.
•Actively identifies gaps, proposes and implement changes necessary to cover risks
•Responsible for recruitment actions including screening, testing, initial interviews, reference checks, recommendation memos & liaising offer letters and contracts Issuance.
•Facilitates the management team to bring best solutions for employees.
•Responsible for implementing new Performance Development & Management system, assuring that its going with the pre-planned flow.
•Re-planning the compensation & benefits concepts to cope up with the market to attract good calibers.
•Responsible for developing training related surveys, including needs analysis, monitoring and participant feedback.
•Participate in designing & developing training materials & delivering soft skills workshops & training for our associates.
- Provide comprehensive administrative support to the Chairman.
- Compile agendas, take and transcribe minutes and undertake any necessary follow-up procedures.
- Organize meetings, functions by liaising with relevant internal/external contacts arranging suitable dates, locations, personnel, menus etc. always adhering to Company guidelines.
- Liaise between Manager and Team on ongoing matters. Monitor progress and ensure actions, paperwork are coordinated in preparation for meetings/ to meet deadlines.
-Responsible for travel arrangements & hotel accommodation for Chairman Business trips, organizing meetings & functions.
-Liaising with OTVentures (Mother Company) HR Comp. & Ben. Department for AF Team Benefits “medical & life insurance, discounts and special offers, mobile allowance”. Maintain AF Employees official documents. Support the implementation of HR policies and processes in order to ensure active compliance with Egyptian Labor Law, international labor’s standards and company vision, mission and values.
- Responsible for recruitment actions including screening, testing, initial interviews, reference checks, recommendation memos & liaising offer letters and contracts with HR contracting department.
- Worked with HR & Marketing colleagues to plan and implement various company events, including employment fairs, company expos. Responsible for scheduling training and learning events in cooperation with the Training & Development team in accordance with business requirements and needs as well as employee working schedules.
- Responsible for developing training related surveys, including needs analysis, monitoring and participant feedback.
- Participating in designing & developing training materials & delivering soft skills workshops & training for Arab Finance & OTVentures associates.
- To develop an effective monthly calendar of activities & departmental 15 minutes training.
- To coordinate with all department associates and managers the monthly General Cashier’s witness plan.
- To maintain a neat and tidy departmental appearance at all times.
- To maintain a friendly, courteous and a “Can do” attitude towards all colleagues & work.
- To replace the GM executive secretary during her vacation. To coordinate with all departments for ordering the hotel monthly office supplies.
- To update all contracts, hotel licenses & maintain a daily trace file for all the duties.
- Handling translation duties from Arabic to English and vice versa. Follow up the open issues to ensure the completion of tasks and goals.
- To handle the daily attendance departmental sheet.
- To handle the weekly outgoing items with the security & the intentional department.
- To check pigeonhole on daily basis & DOF signatures for required files & relief DOF from routine duties.
- Maintain photography library of all slides and photographs of the hotel.
- Taking minutes of the weekly departmental meetings and distribute it to all concerned.
- To develop an effective monthly calendar of activities.
- To attend division and general meetings whenever required.
- To coordinate with all General / Hotel Managers.
- To have the right to travel to every property when it is needed.
- To participate actively in employee events. Staff magazine; collect information from the committee on quarterly basis, edit and format layout.
- To maintain a neat and tidy appearance at all times.
- To maintain a friendly, courteous and a “Can do” attitude towards all guests.
- To set professional and performance standards in order to ensure that a high quality service is provided to all clients.
- To coordinate with all Public Relation, Advertising, Graphic & Photography companies that all publications and brochures of the properties meet the company visual identity guide coordinating with the Director of Marketing.
- To expose all properties to a broad, representative and sustainable client base at local, national and international levels.
- To carry out the day to day administration of the front office.
- Responsible for guest’s Check-In, Check-Out, Registration and making hotel room assignments.
- Responsible for explaining all the hotel facilities, standers & policies to the guest upon arrival.
- To answer queries for all In-house guests, referring them to contact points at which they can obtain further information.
- Responsible for the Guest data entry on Opera System.
- Answering telephones, e-mails & distribute the post as well as taking all guests’ messages & deliver them properly.
- Make reservation for sightseeing tours, restaurants & live entertainment. Responsible of Safety Boxes concerns.
- Ensuring the delivery of the best standards to guest by maximizing customer service levels & guest relation professionalism, in addition to ensuring the speedy resolution to any problems that may arise in shift.
- Checking all VIP guests amenities with the concerned departments. Escorting all VIP guest personally to their rooms.
- Responsible for the up selling for both Walk-In & In-House guest. - Responsible of Day use reservations and payments.
- Responsible for all guest invoices & payments either by credit card or cash. Responsible for Travel Agents cash payments, bank transfers & vouchers.
- Handling all concerns of Companies letter covering Guests expenditures.
- Acting reservation agent when needed. Reporting to Front Office Manager.
- Promote Elegant Voyage Tours trips package.
- Organize summer holiday trips for different organizations.
- Arrange computer booking for internal touring and Spanish groups.
- Translation form English to Spanish or V.V. Liaising and building relationships with customers, hotels & colleagues.
- Direct and coordinate company sales and marketing functions using operations, sales & marketing skills.
