Executive Assistant
Siveco Benelux
Total des années d'expérience :14 years, 7 Mois
Assist the Board of Directors with their daily schedule and duties, to include managing their calendar,
commitments, and travel arrangements (planning itineraries, developing agendas and meeting materials,
reporting expenses, etc.).
Provide general administrative support to the Administration team to include:
* Receiving and interacting with visitors;
* Answering and managing incoming calls;
* Maintaining paper and online records and defining procedures for their retention, protection,
retrieval, transfer and disposal;
* Arranging meetings and conference calls (including coordinating all meeting logistics, developing
agendas and meeting materials, etc.);
* Coordinate functions, conferences, and special events;
* Drafting correspondence and presentations;
* Recording, transcribing, and distributing notes/minutes of meetings; and
* Providing other daily support to staff as needed.
Perform general office/facilities management duties to include:
* Managing the inventory of office supplies, ordering additional supplies as needed and ensuring
that costs are appropriately managed;
* Planning space allocations, layouts, and floor moves as required; arranging for and supervising
building maintenance;
* Maintaining office facilities and equipment by assisting with procurement and routine
maintenance and upkeep.
Assist with various human resources functions to include:
* Posting position openings to job sites and managing flow of incoming candidate applications;
* Ordering background checks on potential new hires;
* Assisting new employees with their orientation to the organization and benefits enrollment;
* Maintaining human resources files in accordance with laws, regulations, and established
standards.
Perform basic accounting functions to include:
* Reconciling invoices and suppliers accounts;
* Assist with approved payments;
* Developing and maintaining files;
* Developing and maintaining various financial databases and reports.
Produce information by transcribing, formatting, inputting, editing, retrieving, copying, and
transmitting text, data, and graphics.
* Conserve executive's time by reading, researching, and routing correspondence; drafting letters
and documents; collecting and analysing information; initiating telecommunications.
* Maintain executive's appointment schedule by planning and scheduling meetings, conferences,
teleconferences, and travel.
* Welcome guests and customers by greeting them, in person or on the telephone; answering or
directing inquiries.
* Maintain executives and customers confidence and protects operations by keeping information
confidential.
* Complete projects by assigning tasks to store team; following up on results.
* Prepare reports by collecting and analysing information.
* Secure information by completing data base backups.
* Prepare POs for suppliers
* Provide historical reference by developing and utilizing filing and retrieval systems; recording
meeting discussions.
* Follow up on social medias and website, generate new ideas
* Arrange for staff and managerial trainings
* Follow up on the Head Office recruitment
* In charge of the insurance for expatriates
* Maintain office supplies inventory by checking stock to determine inventory level; anticipating
needed supplies; evaluating new office products; placing and expediting orders for supplies;
verifying receipt of supplies.
* Ensure operation of equipment by completing preventive maintenance requirements; following
manufacturer's instructions; troubleshooting malfunctions; calling for repairs; maintaining
equipment inventories; evaluating new equipment and techniques.
* Maintain professional and technical knowledge by attending educational workshops; reviewing
professional publications; establishing personal networks.
* Contributes to team effort by accomplishing related results as needed.
Meeting and greeting arriving guests and bid them farewell as they leave
* Reviewing the arrival list daily and assist in preparing and distributing welcome amenities
* Escorting VIPs to their rooms and check them in before their arrival
* Attending promptly to customers' inquiries and assist them with their needs
* Providing solutions to guests issues or concerns
* Log the day's activities in a logbook to ensure that the next person on duty is familiar with
everything
* Respond quickly to calls
* Promoting all the facilities of the hotel
* Good knowledge of the surrounding areas
Travel Agent, Blue Line Travel and
Arranging flights, insurance and accommodation
* Collecting and processing payments
* Advising clients on travel arrangements, e.g. visas and passports
* Sending out tickets to clients
* Keeping clients up to date with any changes
* Dealing with complaints or refunds
Monitoring the open dining sections of the restaurant for empty and cleaned tables
* Estimating wait times for guest
* Monitoring the guest waiting list, and ensuring that the needs of the guests are met while they
are waiting
* Answering the telephone
* Booking reservations
* Escorts the guests to the dining room
Staff
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