Executive Assistant & Event Coordinator
HIPH, Alexandria University
مجموع سنوات الخبرة :17 years, 8 أشهر
• Scheduling the periodic scientific committees and official boards of the institute.
• Drafting, documenting and archiving meeting minutes and action points as well as follow up.
• Receiving the daily communication (email) of the scientific and administrative departments, followed by filtering, presenting, responding as per guidance, and saving it.
• Dealing with other ways of communication including fax and letters and often corresponding as per delegation of authority on behalf of higher management or referring sensitive cases.
• Organizing attendance and calendar for meetings and interviews.
• Act as the Dean’s first point of contact with people from both inside and outside the organization, including but not limited to scientific and administrative departments and partners, as well as respond to inquiries and complaints or refer them to higher management.
• Arranging travel, visas and accommodation and occasionally travelling with the Dean to take notes or dictation at meetings or to provide general assistance during presentations.
• Screening phone calls, enquiries and requests and handling (responding or referring) them as appropriate.
• Organizing and maintaining daily diaries and scheduling appointments, meetings, and activities, in addition to preparing and maintaining a daily schedule for the Dean before arrival to the office.
• Organizing and attending meetings and ensuring the Dean is well prepared for meetings through briefing on the agenda and drafting talking points before each meeting.
• Collecting all the scheduled reports on behalf of the management.
• Coordinate all activities between the different division and Dean’s office.
• Coordinating and managing other assistants and secretaries.
• Maintaining the work agenda and assist in planning appointments, board meetings, conferences, activities, etc.
• Develop an action plan to raise the efficiency of the educational services provided by the center.
• Arranging and distributing functions among different employees in with respect to their competence and capabilities.
• Develop a training plan and encourage participation of the center's employees in order to raise efficiency, performance, and pave their career pathway.
• Attending meetings and drafting meeting minutes.
• Receiving and screening phone calls and other forms of communication and redirecting them when appropriate.
• Planning for advertising and marketing of the institute activities.
• Follow up on administrative and financial aspects as well as problem solving, and conflict resolution related to the area of work.
• E-learning registration and information management.
• Maintenance of Institutional databases and information management.
• Maintain internal and external communication with relevant stakeholders.
• Full and complete organization, registration, administrative, logistics and travel arrangement, agenda preparation, selecting and suggesting conference speakers and abstract collection and follow up for the international conferences (Alex Health 2006, 2008, 2011, and 2014).
Online Diploma (Human Resources) Partial completion
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