Executive Assistant / Secretary
Aspire Zone Foundation
مجموع سنوات الخبرة :14 years, 10 أشهر
• Assist in drafting project proposals as advised.
• Performs a wide variety of executive secretarial and administrative duties as required by daily operations in the Advisor’s Office
• Collaborates with other administrative team members, human resources, Venue, and events department on special projects and events.
• Provides follow-ups on projects assignments given
• Coordinate office activities and schedules
• Responsible for all business correspondences as advised
• Created and maintained computer- and paper-based filing and organization systems for records, reports and document
• Review documents and reports as necessary
• Provides Status reports
• Arranged appropriate travel, visas, agendas, necessary contacts and country information.
• Assist in all incoming and outgoing mail by using independent judgment to determine those requiring priority attention.
• Built and cultivated a lasting rapport with employees, peers, upper management and outside vendors.
• Develop fair HR policies and ensure employees understand and comply with them
• Screening resumes. Performing in-person and phone interviews with candidates.
• Performing reference and background checks
• Oversaw exit interviews and the off-boarding process for resigned and terminated employees.
• Making recommendations to the company hiring managers
• Organized company-wide events designed to boost employee morale.
• Prepared all human resource documentation, including new hire letters, employee contracts, and corporate policies/procedures.
• Collaborated with the entire human resource department to discuss new ways to recruit top talent.
• Handled understaffing, disputes, terminating employees and administering disciplinary procedures.
• Implemented an innovative employee salary scale program, which resulted in an increase in staff productivity.
• Manage employees grievances
• Advised managers on organizational policy matters and recommend needed changes.
• Records maintain and update the employee database organizational data and charts.
• Provides comprehensive administrative assistance with regards to all HR and organizational development functions including training, recruitment, benefits & employee services.
• Run salary sheets and reports
• Assist administrative or finance staff in processing payrolls of new hires or terminated ones.
• Implement performance review procedures (e.g. annual evaluations)
• Managed team of 5 Quality Assurance Representatives.
• Strengthened company's business by leading implementation and acquiring of ISO 9001:2008 Quality Management Systems and ISO 14001:2004 Environmental Management System certification.
• Spearheaded cross-functional initiative to achieve unity in implementing the work procedures for every section.
• Served as mentor to junior team members.
• Setting customer service standards.
• Investigating and setting standards for quality/health and safety.
• Working with operating staff to establish procedures, standards, systems and procedures.
• Acting as a facilitator for change and improvement in performance/quality.
• monitoring performance
• Supported Head of Departments with daily operational functions.
• Act as the point of contact for all employees, providing administrative support and managing their queries.
• Managing office stock, preparing regular reports (e.g. expenses and office budgets) and organizing company records.
• Taking a lead role in setting and/or improving policies and procedures, communicating and clarifying company policies and resolving admin related cases with Finance and Production departments.
• Continuously improves and oversees existing admin processes and information systems to ensure streamlined and efficient processes and systems are in place.
• Response to queries and requests for information and assistance interprets and explains procedures and policies pertaining to internal inquiries of management and staff.
• Participates in developing an excellent understanding of the business environment, internal organization and ways of working for all the staff within the department.
• Manage and coordinate special projects, takes inputs of the work-in-progress and reports to the Line Manager.
• Obtained documents, clearances, certificates and approvals from local, state and federal agencies.
• Developed a new process for employee evaluation which resulted in marked performance improvements.
• Contacted each vendor and recorded information regarding price, availability, and quality of products.
• Created purchase orders and had them signed by production managers.
• Studied and evaluated formal bids and made recommendations for awarding contracts.
• Ensured that the right amount of materials were delivered to the production pallet at the right time.
• Matched purchase orders with invoices and recorded the necessary information.
• Tasked to evaluate product quality, researching different vendors, and negotiating contracts.
• We seek the best available quality for the lowest price.
• Deals and guarantees time delivery as needed.
Scheduled company meetings and assisted with meeting materials and agendas.
•Provided logistical support to visiting executives in coordination with other Executive Assistants.
•Handled and distributed all incoming and outgoing mail.
•Wrote and distributed meeting minutes to appropriate individuals.
•Open, read, and wrote answers to routine letters
as central point of contact for all outside vendors needing to gain access to the building.
•Managed the reception area, including greeting visitors and responding to telephone and in-person requests for information.
•Created weekly and monthly reports and presentations. Received and screened a high volume of internal and external communications, including email and mail
Renegotiated payment terms with dozens of suppliers.
•Calculated figures such as discounts, percentage allocations and credits.
•Verified details of transactions, including funds received and total account balances.
•Encoded the general ledger and processed vendor invoice payments.
•Conducted month-end balance sheet reviews and reconciled any variances
Air Relay
•Exceeds monthly quota
•Addressed customer service inquiries in a timely and accurate fashion.
•Developed effective relationships with all call center departments through clear communication
Bachelor of Science in Commerce Major in Management