Admin Assistant / HR Assistant
Lootah Perfumes
مجموع سنوات الخبرة :11 years, 10 أشهر
- Process application of visa, renewal, medical application and Emirates ID application.
- Filtering applicants, conducting partial interview over the phone, arranging final interview schedule.
- Creating MEMO's and Job Offer Letter.
- Assisting in office staffs training outputs and jot down feedback in the database.
- Maintaining Employee files.
- Composes letters, memorandum, develops charts, graphs, and diagrams.
- Distribute email, prepares materials for workshops, conferences, meetings, duplicate/collates
- Performs experience level secretarial tasks of a confidential nature including but not limited to producing letters, reports, memorandum, etc. via the computer; makes photocopies, files, distributes e-mail etc.
- Answers telephone communications and record messages.
- Schedule meetings and reserve rooms for meetings
- Arrange travel and hotel accommodation for business meetings
- Maintains attendance reports, leave records, trip records and logs
- Maintain and process forms
• Arrange extensive travel and hotel accommodation.
• Schedule meetings as requested, book meeting rooms, put together agendas and all documentation as required.
• Carry out research tasks as and when required.
• Coordinate internal and external announcements.
• Review, sort and prioritize email and regular email.
• Coordinate all necessary meeting logistics.
• Support conference arranging and logistics as required.
• Complete weekly time and expense reports.
• Provide telephone coverage for internal and external calls; take messages; follow up on voice call recordings in a timely manner.
• Provide administrative and secretarial support to the Region Head including but not limited to greeting visitors, photocopying materials, maintaining files, ordering supplies, make arrangements and prepare materials for meeting if required.
• Manage and organize manager’s or direct supervisor’s calendar and appointments; issue notices/memo of meeting and ensure that all meetings with the clients are properly recorded and the record books are maintained with certified copies of the minutes;
• Record and file incoming, outgoing correspondence, newly received and other documents and maintain the confidentiality of records, paperwork and information;
• Taking reservations, issuing tickets, verifying passenger identification and answering passengers’ ticket concerns.
• Responding to telephone inquiries and providing flight departure and arrival information.
• Assist those needing special attention, including the elderly and unaccompanied minors, as well as passengers who have missed their flights