Executive Secretary to CFO
ARASCO
مجموع سنوات الخبرة :14 years, 9 أشهر
More than 6 years’ experience as an executive assistant.
Experience in office support role, preferably at a coordinator or equivalent level.
Post-secondary education in a related field is an asset
Understanding of general office administration and support.
Understanding of working with senior management, senior volunteers (Boards and/or Committees).
Excellent knowledge of Word, Excel, Outlook, Internet.
Strong attention to detail, accuracy and efficient organizer.
Excellent ability to communicate both verbally and in writing.
Excellent ability to build relationships with all staff, volunteers, vendors/suppliers.
Proven self-starter, able to initiate and complete individual projects.
Exceptional interpersonal skills, proven ability to work collaboratively as part of a team in a
deadline driven environment.
Able to improvise, multi-task and prioritize in a fast paced environment while maintaining
composure.
Ability to discreetly handle sensitive and confidential information.
Ability to provide high level, priority management and calendar management support to
executive management.
Job Specifications:
Assistance to Executive Management.
Management of executive management’s calendars (and others as requested).
Booking of travel and professional development activities for executive management.
Reviewing of executive management mail/incoming correspondence, sorting, and filing as required.
Providing reminders regarding upcoming meetings, events or anything requiring a collective action from the executive team and/or other team members.
Filter calls, inquiries, etc for the executive management team.
Prepare and edit presentations
Prepare correspondence and communications (as it pertains to the executive management team).
Complete research projects as required; analyze and assemble data for report preparation.
Miscellaneous administrative support as required (eg. Letters, presentations, correspondence, meeting preparation).
Maintain filing system and overall confidentiality levels associated with performing duties as assigned.
Organize corporate meetings; orchestrating conference calls, preparing presentations, catering requests and minute taking.
Preparing all kinds of department correspondence memo's letters and faxes in respective forms.
Organize and coordinate meetings, conferences, travel arrangements
Take, type and distribute minutes of meetings
Implement and maintain office systems
Maintain schedules and calendars
Arrange and confirm appointments
Handle incoming mail and other material
Set up and maintain filing systems
set up work procedures
communicate verbally and in writing to answer inquiries and provide information
liaison with internal and external contacts
coordinate the flow of information both internally and externally
operate office equipment
manage office space
Preparing daily, weekly and monthly reports and submitting to the Concerned Manager.
Preparation of Employee's updating files and payroll by set up of filling systems for awarded project and maintain routine and confidential files and handling petty cash.
Preparation time sheet report for the man hours spent during the month by various employees on different jobs. Generating various report based on time.
Receiving documents and distribute to concerned areas for action and subsequent processing.
Preparing all kinds of department correspondence memo's letters and faxes in respective forms.
Preparation weekly and monthly maintenance reports and tabulation presentation.
Maintaining the documents both physically and in soft copies in a logical way.
Preparing daily, weekly and monthly reports and submitting to the Concerned Manager.
Preparing and maintaining department’s file
To ensure that all documents received, issued, generated and processed within the office are captioned in appropriate manner
To ensure all documents produced from the office are appropriately presented as required
Inter departmental liaison for the progress of work.
Preparation of Employee's updating files and payroll by set up of filling systems for awarded project and maintain routine and confidential files and handling petty cash.
Preparing all kinds of department correspondence memo's letters and faxes in respective forms. Organize and coordinate meetings, conferences, travel arrangements Take, type and distribute minutes of meetings Implement and maintain office systems Maintain schedules and calendars Arrange and confirm appointments Handle incoming mail and other material Set up and maintain filing systems set up work procedures communicate verbally and in writing to answer inquiries and provide information liaison with internal and external contacts coordinate the flow of information both internally and externally operate office equipment manage office space Preparing daily, weekly and monthly reports and submitting to the Concerned Manager. Preparation of Employee's updating files and payroll by set up of filling systems for awarded project and maintain routine and confidential files and handling petty cash. Preparation time sheet report for the man hours spent during the month by various employees on different jobs. Generating various report based on time.