Executive Assistant - PA to Managing Partner
Levant Law Practice LLP
مجموع سنوات الخبرة :22 years, 4 أشهر
- General Manager Support:
• Maintain calendar and scheduling;
• Maintain General Manager files and information flow including inbox/outbox, email, mail, etc.;
• Research, filing, document preparation as directed;
• Arranging and organizing travel plans, conferences, business calendar etc.
• Drafting and circulating internal memos to employees and partners.
- Administration Manager Support:
• Prepare, review, format, and proofread for accuracy completeness of a wide variety of documentation such as (board reports, correspondence, memos, forms, website content, etc.);
• Understand and instruct and apply applicable policies and procedures, laws, regulations, and rules;
• Maintain staff calendars including Google calendars, meeting calendars, and others as assigned; organize and schedule meetings;
• Create hyperlinks to preserve professional paper and electronic filing systems. Training staff to compile with filing procedures;
• Organize and maintain various administrative, reference, library items and other files;
• Support Records Management program; identify and process documents for archiving or destruction; maintain and keep current all safe deposit box contents;
• Transcribe, prepare and format minutes of meeting for manager’s approval.
• Respond to clients requests, and resolve complaints.
- Human Resources Support:
• Update and maintain employee evaluation schedule;
• Maintain Worker’s Compensation files;
• Assist in recruitment;
• Prepare pre‐recruitment tests, schedule interviews, process incoming applications.
- OFFICE MANAGEMENT
• Operate and maintain a wide‐variety of office equipment including copiers, fax machines, scanners, computer, binding machines;
• Work and meet with vendors and service providers to keep office systems up to date and functioning smoothly at all times;
• Maintain office furniture and storage layout, suggest improvements, and implement changes as needed or directed.
• Manage office consumables including office supplies, postage system, kitchen supplies, printer and copier supplies, stationary, etc.
• Maintain telephone system (programming, maintenance, repair, training);
• Maintain office infrastructure: Copier (programming, maintenance, repair, troubleshooting, training), Printers (troubleshooting, repair, replacement).
• In charge of the office management and personnel.
• Receiving and dispatching all correspondence to and from the firm.
• Arranging all preparatory steps necessary for the managing partner to accomplish the engagements saving time on routine work.
• Prepare record, check over and proofread correspondence, invoices, presentations, brochures, reports and relevant material.
• Holding internal staff meeting and producing internal memos and minutes of meetings.
• Serving as a primary point of direct administrative contact.
• Organization of extensive office arrangements (library books, closing binders, offering circulars, etc.).
• Supervising the work of office juniors and assigning work for them.
• Reviewing and amending fee proposals and review of staff’s daily time sheet to ensure proper billing.
• Responsible for the filing of the firm’s transactions’ documents.
• Preparing the firm’s legal files with the court, and typing of all the memoranda in Arabic, and English.
• Updating the laws and circulars files as per the official gazette and the central bank’s issuances, updating the firm’s profile, list of capital market transactions, contacts list, and phone directory.
• Maintaining a daily work agenda for the lawyers and arranging the general manager’s work schedule in addition to following up with lawyers and clients in order to meet the deadlines.
• Setting up and coordinating meetings, conferences and closings.
• Other administrative duties (photocopying, scanning, faxing, setup of documents, operator, courier, travel plans, etc.).
• Maintained confidential files, and supervised and trained junior administrative staff.
• Monitoring inventory, office stock, and ordering office supplies as necessary.
• Updating & maintain the holiday, absence and training records of staff.
• Issuing computerized policies relating to life insurance, medical insurance, and various other policies.
• Call on policy holders to deliver and explain policies, to analyze insurance and suggest additions or changes.
• Confer with clients to ensure that policies requirements are fulfilled
• Perform administrative tasks, such as maintaining records and handling policies renewals.
• Maintaining a daily work agenda and arranging the branch manager’s appointments and following up on his engagements.
• Assisting branch manager in daily operational duties.
• Handling incoming / outgoing calls, correspondence and filing.
• Issue and organize invoices for the operation of the office.
• Verifying good services have been received by clients.
• Respond to clients’ priorities and special requirements.
• Liaising with the company’s main branch to submit policies and obtain coverage.
• • Meeting and greeting clients and visitors to the agency.
• Organizing s travel itineraries and accommodation.
• Flight reservation and issuing tickets.
• Involvement in media advertisement.
• Preparing full package tours, and forwarding them to clients.
• Liaising with the airlines, hotels, and clients.
• Reporting to the general manager on the progress and flow of work..
• Receiving orders from clients and transferring the orders to the relevant departments as per the client’s queries.
• Issuing purchase orders - invoices using the Gabriel computerized system.
• Liaising with the reception to confirm clients’ check out and other relative details.
• Following up with the F&B and Room Service staff on the delivery of the orders to the clients
GSA RUSSIAN AIRLINE (AEROFLOT) reservation on Russian airline computerized system, Issuing of tickets, arranging packages all over the world, and assisting the Maldives Council in his managerial office operations.
Career Development Center - Beirut– Arabian University Diploma of Travel & Tourism
BEIRUT COMMUNITY SCHOOL BAC II - PHILOSOPHY
