Administrative Assistant 3 (Executive Assistant) for ORIA Chief/ State Refugee Coordinator
Office of Refugee and Immigrant Assistant (ORIA) - DSHS
Total years of experience :16 years, 1 Months
Provide complex executive level administrative and technical assistance support duties to the Chief of ORIA and Program Managers, such as Planning, developing coordinating and monitoring administrative activities:
• Ensure timely approval of contracts, correspondence, forms, etc., as needed according to the agency system policy, procedures and regulations.
• Composes and prepares emails, correspondence, memos, presentations, briefing, etc. using Microsoft Suite products (e.g., Outlook, Word, Excel, and PowerPoint, )
• Coordinates and maintains Chief's calendar to include scheduling and prioritizing internal and external appointments/meetings and preparing meeting materials.
• Schedules and reserves conference rooms for meetings takes minutes and track actions with the team.
• Monitors and track requests for Chief's meetings, deadlines, etc. and respond as appropriate. Answers inquiries by phone or email, addressing issues, and resolving problems or complaints.
• Schedules air & ground travel arrangements (in-state/out-of-state), hotel & restaurants reservations, and prepares itineraries for ORIA's Chief, Team and other executive staff as needed, prepares and submits travel forms for reimbursement. Follows-up on deadlines of needed tasks/duties and report final results to the Chief on weekly basis meetings.
• Orders supplies, handles and coordinates all approvals needed for purchasing goods and services. Tracks and provides reports as requested on expenditures and other administrative services within the division.
• Maintains confidential files for the ORIA Chief such as human resource records, coordinating and handling all requests, responsible for assisting with the hiring process, maintaining human resource related documentation, and conducting background checks on job candidates.
• Answers main phone line for the Chief, taking messages and providing customer service, receives, organizes, and takes action on incoming and outgoing correspondence, including mail, faxes, and emails.
Promoted to Project Officer through a series of increasingly responsible management tasks.
• Acted as Personal Assistant for the Program Manager.
• Provide administrative support to ICLA Teams and ICLA Program Manager.
• Preparing purchase requisitions and other financial documentation for teams.
• Organizing of Advisory Board meetings and follow up with Advisory Board members on contracts and payments.
• Organizing of internal and external meetings; including drafting, circulating and filing minutes and agendas.
• Arranging monthly All-ICLA Team meetings including video conferencing
• Follow up on Action Points from team meetings as necessary;
• Logistical arrangements for travel/transport of ICLA staff & ICLA consultants in liaison with the Logistics Officer.
• Management of program briefings, summaries, fact sheets, soft and hard copies, ensuring effective communication of program documents and information between ICLA staff and partners.
• Responsibility for all general administrative and logistical duties necessary for the efficient running of the office.
• Working closely with the finance and administration staff on ICLA related matters.
• Provide direct support to the Research and Information department.
• Arranging workshops and seminars as required and interpreting on field visits as required.
• Maintaining good working relations with implementing partners, INGOs, NGOs, and UN agencies.
1) Social scientific field research, developing methodologies and working on custom-made databases, including data inputting and collection.
• Attends meetings independently with other units, organizations, and stakeholders, in particular, Palestinian governmental and non-governmental ones.
• Interprets and translate documents. Assists in the preparation of project reports for management, donor, and others.
2) Administrative and financial follow-up as part of the project's capacity-building objective.
• Responsible for the daily administrative running and follow-up of the project activities in coordination with the project manager. Researches cooperation and training agreements with local organizations, including P.A. research institutes and academic institutions.
• Provides advice and guidance in order to resolve potential problems early and effectively while training project staff into handling those tasks independently.
• Coordinate and oversee staff recruitment & interviews, planned and conducted staff orientation.
• Support the office in budget preparation and administration. In particular, enters financial data in the conformity with office instructions for budget planning and revision, monitors the accuracy of codes for on-going expenditures, checks the accuracy of documents submitted for supervisor’s signature.
• Supports the office in relations with the Procurement and Logistics Department and Information Support Office.
• Maintains statistical database and provides aggregate figures upon request, creates, updates and maintains material using standard computer applications, maintains a back-up of computer files and documents.
• Receives, sorts and records incoming mail and publications, is responsible for organizing and cataloguization of items in the office library, follows arrangements for journals subscriptions, ensures supervisor is aware of items of special interest, locates and distributes references material and circulars to other staff members as appropriate, dispatches mail, makes photocopies of material as required, classifies and files documents including confidential materials.
• Monitors the office schedule, meetings, and visits inside and outside the office, ensure processing of transport requisitions, prepare and follows completion of travel documents, prepare attendance sheets and compiles other regular forms, bring pending matters to supervisors’ attention including deadlines.
• Maintained up-to-date billing system, generated & send out invoices and follow up on, collect and allocate payments
• Carried out billing, collection and reporting activities according to specific deadlines.
• Monitored customer account details for non-payments, delayed payments and other irregularities.
• Research & resolve payment discrepancies.
• Maintained accounts receivable customer files & records.
• Followed established procedures for processing receipts, cash etc...
• Perform account reconciliation's & prepared bank deposits
• Investigated and resolved customer queries.
• Communicated with customers via phone, email, mail or personally.
• Assisted with month-end closing and collected data and prepare monthly metrics
• Meet with new employees on the first day to go through entry paperwork, explain health insurance, visa application, working hours and conduct agency tours with new employee/s as required.
• Initiate employee entry checklist, follow through to completion and inform other departments.
• Process business & personal visit visa applications, gather all documents, obtain approval and submit it to travel agent or PRO and constant update of visit visa list, follow up to ensure that visitors does not overstay.
• Arranging, organizing hotel requirements for meetings and receiving all incoming visitors.
• Correspond with insurance broker for all requirements, e.g. claims, cards, medical cases, problems, and obstacles.
• Provide banks with employee details and Upkeep of personnel filing system.
• Maintain the personal records of employees on matter such as employment history, salary benefits, leave, training, promotions, transfer, and upkeep of departmental filling and storage requirements.
• Assisting with day to day general queries and performing other duties required by HR Manager.
• Acting as PA: (Provide administrative support to the COO, to coordinate with department heads, manage diary arrangements, receive & screen incoming calls, arrange business trips, schedule & arrange meetings, manage company correspondence).
- MISAssistant:
• Collecting and entering data into an electronic computer according to programmed instructions; verify and distribute resultant printouts as required.
• Verify data entered into computer by checking printouts for errors and correcting as required;
• Perform statistical checks to ascertain accuracy of data entered.
• Monitor the system for malfunctions; report malfunctions to appropriate personnel.
• Assist in data collection and compilation for revisions to the data processing system.
• Store completed documents in appropriate locations.
- Finance Administration Assistant:
• Perform the day to day processing of financial transactions to ensure that municipal finances are maintained in an effective, up to date and accurate manner
- Field & Central Offices Secretary:
• Greet visitors, callers, handle their inquiries and direct them to the appropriate persons, bring forward matters to supervisors attention including deadlines and pending matters.
• Arrange, coordinate for conferences & meetings, attend supervisors meetings, prepare minutes or summaries of such meetings, distribute notes, reports and undertake resulting follow-up action.
• Travel reservations for office staff & complete forms in accordance with company procedures.
• Carry out routine research requiring the gathering and compiling of files and other information, contacts other organizations, departments, and units to obtain or coordinate material or information as and when required. Maintain scheduling and event calendars.
• Receive and sort incoming mail; ensures supervisor is aware of items of special interest, locates and attached referenced background material and distribute to staff members as appropriate.
• Conduct searches to find needed information, using such sources as the Internet.
• Manage projects and contribute to a committee and teamwork.
• Operate an electronic mail system and coordinate the flow of information both internally and with other organizations.
• Order and dispense supplies, prepare and mail checks.
• Checks accuracy of correspondence prepared for supervisor's signature and to ensure conform it with instructions and procedures and bring discrepancies to the attention of the originator
• Typing and distributing itineraries for each travel group.
• Sending requests, booking letters to churches and schools who have a concert or event.
• Coordinating with bus drivers to schedule necessary time needed to travel from place to another.
• Coordinating with the Franciscan Pilgrims Office for all masses bookings.
• Correspondence with all transport companies for booking buses, taxis & hiring cars.
• Booking hotels, guides, restaurants, etc…
• Reviewing of booking and updating status and updating all hotels quotes & prices accordingly.
• Arranging welcome kits for groups.
• Flight reconfirmations and visa applications.
• Issuing and exchange vouchers (operating groups).
• Typing and distributing itineraries for each travel group.
• Sending requests, booking letters to churches and schools who have a concert or event.
• Coordinating with bus drivers to schedule necessary time needed to travel from place to another.
• Coordinating with the Franciscan Pilgrims Office for all masses bookings.
• Correspondence with all transport companies for booking buses, taxis & hiring cars.
• Booking hotels, guides, restaurants, etc…
• Reviewing of booking and updating status and updating all hotels quotes & prices accordingly.
• Arranging welcome kits for groups.
• Flight reconfirmations and visa applications.
• Issuing and exchange vouchers (operating groups).
• Reconcile boarding stubs with boarding control sheet and monitor boarding progress systematically. Liaise with Airlines Staff at the boarding gate for smooth boarding of passengers.
• Obtains information regarding each flight for arrival and departure, ETA, ETD, parking bay numbers, special assistance required by special category of passengers. Estimated joining load and actual disembarking and transit load.
• Receives arriving passengers on arrival with the required number of coaches and guides them towards the coaches by ensuring that coaches are not overloaded. Instruct the driver to proceed once the coach is full.
• Deals with special category of passengers such as First and Business class passengers, VIP's, CIP's, UM, invalids passengers, DE on arrival and departure.
• Arranges separate coaches for First Class passengers. Handover and receives UM's, DE's, from Cabin Crew with their documents and obtains and gives required signature.
• Ensures transit cards are prepared in advance counted and recorded on the recording sheet, monitor the first and last transit cards given to the passenger.
• Guide transit and transfer passengers to the respective direction.
• Provide flight information to passengers in the departure lounge, guide them towards the security gates, and search for missing passengers when advised by boarding gate staff
Studied professional Project Management Diploma.
1- Introduction to Civil Aviation Course. 2 - Caring Moments - Disabled Passengers Handling Program, Customer Awareness Training Program. 3 - Passenger Services Skills - Module (I). 4 - Passenger Services Skills - Module (II).
Intensive Secretary & Business Administration Course for 3 months.
courses: & Volunteer Work Volunteer 1997 Siniora Star Ltd. – Jerusalem (Ticketing and Reservations) 1997 European Palestinian Chamber of Commerce
