Mohamed Shousha

Ensure efficient and effective complete office Managment to the assigned Managers in a way that the Managers are enabled to do their work in an organized and efficient way.
Key result areas
1. Agenda management
Organize and manage the agenda’s for the Managers by scheduling and confirming appointments and meetings and draw their attention to fulfill commitments.
2. Instructions and requirements
Communicate and coordinate various instructions and requirements of Managers with various individuals and/or departments.
3. Phone, emails and letters
Receive, screen and dispatch telephone calls, emails and letters for the Managers, and route and handle routine matters that do not need the Manager’s attention.
4. Meetings and events
Arrange meetings and conferences on request, including catering needs, and organize events on request.
5. Administration & Filing
Organize and maintain filing systems for correspondence and records in order to keep updated records and to make the information available and accessible for the Managers.
...etc

Duties & Responsibilities:
1. Providing a high level of professional and confidential administrative and logistic support to the CEO.
2. Handling travel arrangements and bookings including visas, flights, airport transfers and hotels.
3. Coordinating and managing diary meetings, events and interview appointments using MS Outlook calendar.
4. Organizing all necessary arrangements for meetings, luncheons and conferences with Clients.
5. Taking necessary action on all incoming or out going correspondence/emails.
6. Screening of incoming telephone calls and visitors; and managing follow-up actions on redirected work.
7. Preparing correspondence and other written material as required by the CEO.
8. Manageing the communication activities of incoming and outgoing mail at CEO's Office.
9. Creating and maintaining an effective filing system.
10. Performing other duties and tasks as assigned.

Schedule meetings and arrange conference rooms and manage travel and schedule.
Responsible for providing administrative and clerical services in order to ensure effective and efficient administrative operations.
Follow-up on all employees’ legal documents such as passports, residence permits, etc…
Prepare and fill forms to renew residence permits and passports of resident employees.
Follow up on tasks related to employees’ issues such as data entry, vacation, departure dates, expenses etc…
Follow up on issues related to the insurance company and ensure that data needed for invoices are not missing as well as generate a report of all job injuries on monthly and yearly basis.
Process & file new employee requests and hired employees and Coordinate with other departments.
Oversee & handle housing, transportation of new resident employees.
Receive, process employee’s vacation request, as well as ticketing, handling transportation (to and from airport); follow up employee return from vacation form and process personal action.
Follow up on the processing of business trip for management, including ticketing, hotel reservations and visa requirements.
Managing/Conducting English-Arabic and Arabic-English translations.
Send and file all correspondence and quotations.
Answer telephone enquiries from customers, attend to visitors and assist other staff in the organization with their enquiries.
Carry out necessary job functions utilizing Microsoft Office.
Handle and maintain an office inventory.
Provide secretarial and administrative support to management and other staff.
Purchase, receive and store the office supplies ensuring that basic supplies are always available.
Use computer word processing, spreadsheet, and database software to prepare reports, memos, and documents.
Organizes and prioritizes front desk tasks such as managing and monitoring electronic calendars for conference rooms, personal appointments, meetings, and events.
Provide general support to clients/suppliers/visitors of the organization in a professional and friendly manner.
Provide help across multiple areas such HR, Finance, Office Administration, Reception and Board Support.
Filing, archiving, photocopying, scanning and faxing documents.
Creating invoices, filing receipts and dealing with all financial documentation.
Develop and maintain a filing system, Maintain contact lists.