Executive Assistant & Event Coordinator
HIGH INSTITUTE OF PUBLIC HEALTH
Total des années d'expérience :23 years, 3 Mois
• 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 centers 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).
Conference and Event Coordinator Assigned Duties
• Full and complete organization, registration, administrative, logistics and travel arrangement, agenda preparation, selecting and suggesting conference speakers, abstract collection and follow up for the international conferences (Alex Health 2006, 2008, 2009, 2010, 2011, 2014, 2016, 2018, 2019).
• Organization, media coverage, and participate in raising community awareness.
• Collecting and documenting data in a special database developed for events.
• Communicate and coordinate with the relevant stakeholders for further dissemination of information, participation in the activity, and potential conduction of similar activities
• Extract lessons learned, reasons for moderate response rate to vaccination and applied corrective measures and special techniques in subsequent similar activities
• Communication with involved doctors and stakeholder for implementation of the activities
• Developing the activity calendar and arrange travel and accommodation.
• Maintaining the work agenda and assist in planning appointments, board meetings, conferences, activities, etc.
• Develop an action plan to raise the eficiency of the educational services provided by the center.
• Arranging and distributing functions among diferent employees in with respect to their competence and capabilities.
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• Develop a training plan and encourage participation of the centers employees in order to raise eficiency, 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.
• Maintaining the work agenda and assist in planning appointments, board meetings, conferences, activities, etc.
• Develop an action plan to raise the eficiency of the educational services provided by the center.
• Arranging and distributing functions among diferent employees in with respect to their competence and capabilities.
2
• Develop a training plan and encourage participation of the centers employees in order to raise eficiency, 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.
INTERNATIONAL EPIDEMIOLOGICAL ASSOCIATION (IEA) & AND THE EASTERN MEDITERRANEAN HEALTH JOURNAL (EMRJ) ALEXANDRIA OFFICE. JULY 2012-JULY 2015
• Contribute to the preparation and preliminary review of Journals issues for final approval and printing.
• Organize the meetings dates, agenda, and participation.
• Recording data and updating personnel and research databases.
• Preparing and reviewing the daily agenda and setting priorities.
• Follow-up and reply to e-mail and correspondence, and filter important ones for referral and follow-up as per guidance from the supervisor.
• Responding to inquiries, receiving and processing complaints.
• Scheduling the periodic scientific committees and oficial 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 Deans first point of contact with people from both inside and outside
POSTGRADUATE STUDIES, HIGH INSTITUTE OF PUBLIC HEALTH. MARCH 2001-JULY 2005
• Publication, dissemination and circulation of admissions regulations for the relevant scientific degrees.
• Review of students acceptance report for submission to the university.
• Providing support, advice and information for scientific and administrative departments concerned with admission and registration processes.
• Create and maintains contacts with oficials of admission and registration, and scientific as well as administrative departments for maintaining accreditation.
• Communicate and exchange information with the concerned authorities regarding the development of solutions for any emergencies related to the educational process.
• Knowledge and follow-up of financial aspects for students (national and expatriates) and other scientific departments.
• Act as mediator role between the students and the scientific and administration departments and advice and assist students to solve and arising problem and most importantly prevent and avoid its occurrence.
• Understanding students problems, and finding appropriate and satisfactory solutions through referring and guiding them to the appropriate policy or process to enable fast and adequate problem resolution
• Investigate the complaints, in particular the legal ones, and submit a detailed and accurate report
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STUDIES AND RESEARCH OFFICE, HIGH INSTITUTE OF PUBLIC HEALTH. SEPTEMBER 2002-JULY2004
• Collecting, managing information, including regulations and their amendments, from the concerned internal scientific departments and the external accreditation body represented in the University of Alexandria.
• Facilitate in publishing and disseminating the available information and subsequent support and facilitation for smooth educational study process.
Online Diploma (Human Resources) Partial completion
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