Coordinate all meetings for the Division and provide all necessary information and documents for the meetings as
required, as well as set agenda and correspondence before and after the meeting.
Manage the scheduled and urgent business meetings as (preparation, organization, notices, minutes of meeting
preparation, following‐up decisions and archiving).
Follow up all actionable items raised from the meetings/memos/ circulations with all parties.
Receive, sort and distribute mail and facsimiles to the Concerned Management Personnel, in addition to handling
the outgoing mail and courier services.
Handle and screen emails and incoming calls, make notes of essential information and prioritize the calls and emails
to be returned by the concerned personnel from the Senior Management.
Manage busy diaries, arrange appropriate internal and external appointments as well as prepare and distribute
various documents such as: letters, memos, correspondences, agendas, notes, minutes of meetings, etc. to the
concerned Direct Manager.
Maintain total confidentiality in handling confidential documents of KFIC and manage effective relationships with
Banks, Office Lawyer and other regulatory bodies for achievement of various tasks.
Manage and arrange business trips as assigned by the Direct Manager and incoming business guests/visitors and
provide detailed itinerary including: contact details, addresses, locations, timings and all related documents, as
requested.
Manage and maintain an efficient paper and electronic filing system for documents, records and reports for easy
retrieval of information in future as well as maintain all confidential files and other materials essential for use by
employees/management of the Division.
Update employees’ files on the system constantly including: new training and professional certificates, etc.
Organize, file and maintain all paperwork, documents and computer‐based information in the assigned filling
system.
Screen and handle incoming telephone calls to the Direct Manager’s office and take appropriate action to ensure a
professional and timely response is given to the caller whilst ensuring that the Direct Manager is alerted to priority
calls.
Prepare all Direct Manager’s written correspondence by preparing draft letters from brief or shorthand notes, rough
drafts or oral instructions as issued by the Direct Manager.
Transcribe dictation, compose and prepare confidential correspondences, undertake word processing tasks,
manage databases and create presentations, documents & reports as required by the Management using IT Tools
for correspondence, by using Microsoft Office (Word, Excel, PowerPoint, etc.)
Arrange programs, events & conferences in coordination with other divisions/departments and manage projects
and other tasks as assigned by the Direct Manager.
Organize the office layout, maintain supplies of stationery and equipment to ensure that all office resources are
always available for timely achievement of Divisional objectives.
Perform other duties related to the job as assigned by the Direct Manager.
- Company industry:
- Financial Services
- Job role:
-
Management
