Executive Administrative Assistant
Kolin Insaat ,Tourism,Trading Co.INC
Total years of experience :14 years, 4 Months
-Schedule meetings and appointments
- Organize the office layout and order stationery and equipment
- Maintain the office condition and arrange necessary repairs
- Partner with HR to update and maintain office policies as necessary
- Organize office operations and procedures
- Coordinate with IT department on all office equipment
- Ensure that all items are invoiced and paid on time
- Manage contract and price negotiations with office vendors, service providers and office lease
-Provide general support to visitors
-Assist in the onboarding process for new hires
-Address employees queries regarding office management issues (e.g. stationery, Hardware and travel arrangements)
- Liaise with facility management vendors, including cleaning, catering and security services
- Plan in-house or off-site activities, like parties, celebrations and conferences
-Keeps management informed by reviewing and analyzing special reports; summarizing information; identifying trends.
-Cooperate with General Manager in recruiting, training, payroll processing, performance evaluation, promotions, and releasing the employees.
-Sap Experience (Prepare the daily attendance report -Maintain Annual Leave schedule of all the employees - Maintain and oversee purchase of office supplies.).
-Improve and maintain office files (electronic and hard copy) & correspondence.
-Arrange and coordinate for the business meeting internally and externally& Writing Minutes of Meeting.
-Arrange and coordinate the schedule for all appointments for the GM.
-Keep all employees files up to date with observation reports and other documents as instructed by Manager, and submit reports on gaps in filing system to Manager as requested.
-Handle the health insurance for employees and also managers.
-Assist and Co-ordinate with HR Manager duties and responsibilities.
-Arrange all necessary business requirements of the management and office remain up to date on organizational changes.
-Assist sales Department in daily & monthly reports (SAP System ).
-Assist marketing Dept in follow up with agencies and provide them with monthly sales reports & records .
-Create all purchase orders either local or foreign and assist purchase dept with stock records .
-Delegate daily work assignments and schedules for employees.
-Handle all airline reservations for employees and managers and especially business trips for Sales manager so as the Hotel reservations.
-Assist and Co-ordinate with Sales Manager duties and responsibilities and with Salesmen.
-Co-ordinate with others to receive or submit regular reports forms in time.
-Maintain the proper filling system easy and quick to reach well organized all depends on index filling system.
-Follow up the employee’s daily attendance in citrix program and reported to Sales manager.
-Schedule and confirm appointments for the Sales manager & salesmen.
-Co-ordinate with others to receive or submit regular reports forms in time.
-Maintain the proper filling system easy and quick to reach well organized all depends on index filling system.
-Arrange, co-ordinate meetings, conferences as required.
-Prepare meeting agendas and minutes of record meetings for Sales Manager.