Executive Officer
Selex Copy Center & Art Professional
Total years of experience :16 years, 10 Months
Executive Officer Duties:
• Prepare, manage and review the provision of high level communications and correspondence including briefings, reports, submissions and notes to ensure the comprehensiveness, accuracy, and timeliness of written information
• Act as the Executive point of contact, liaise with stakeholders and action requests to coordinate communication and proactively ensure responses meet deadlines
• Implement, monitor and report on strategic, operational and project plans to inform decision making and support achievement of organizational objectives
• Research and prepare strategic advice, information and reports on diverse and complex policy, planning and operational matters to facilitate informed decision making and planning
• Provide issues management and support, responding to emerging issues to ensure effective resolution with minimal risk to the Company
• Lead and/or contribute to projects to support the achievement of Company level strategic and operational objectives
• Develop and oversee the implementation and evaluation of administrative practices, systems and procedures to optimize efficiency and support the achievement of quality outcomes
Graphic Designer Duties:
• Meet with clients or the art director to determine the scope of a project
• Advise clients on strategies to reach a particular audience
• Determine the message the design should portray
• Create images that identify a product or convey a message
• Develop graphics for product illustrations, logos, and websites
• Select colors, images, text style, and layout
• Present the design to clients or the art director
• Incorporate changes recommended by the clients into the final design
Executive Office Manager Duties :
• Maintains office services by organizing office operations and procedures; preparing payroll; controlling correspondence; designing filing systems; reviewing and approving supply requisitions; assigning and monitoring clerical functions.
• Provides historical reference by defining procedures for retention, protection, retrieval, transfer, and disposal of records.
• Maintains office efficiency by planning and implementing office systems, layouts, and equipment procurement.
• Designs and implements office policies by establishing standards and procedures; measuring results against standards; making necessary adjustments.
• Completes operational requirements by scheduling and assigning employees; following up on work results.
• Keeps management informed by reviewing and analyzing special reports; summarizing information; identifying trends.
• Maintains office staff by recruiting, selecting, orienting, and training employees.
• Maintains office staff job results by coaching, counseling, and disciplining employees; planning, monitoring, and appraising job results.
• Maintains professional and technical knowledge by attending educational workshops; reviewing professional publications; establishing personal networks; participating in professional societies.
• Achieves financial objectives by preparing an annual budget; scheduling expenditures; analyzing variances; initiating corrective actions.
• Contributes to team effort by accomplishing related results as needed.
Sales Estimation Coordinator Duties :
• Upload and Download files from internet
• Internet research and utilizing other technology/software, as required
• Calling and Emailing Vendors for quotes, qualifications, and other information
• Updating vendor/subcontractor information on company database
• Assist in prequalification of vendor/subcontractors
• Proof Reading and assembling final proposal and bid submission for owners
• Requires thorough knowledge and understanding of process flow to ensure information released to estimators and project management is complete, accurate and well organized
• General assistance to accounting, estimating and construction staff, as required
Administrative Officer Duties :
- Answer and direct phone calls
- Organize and schedule meetings and appointments
- Maintain contact lists
- Produce and distribute correspondence memos, letters, faxes and forms
- Assist in the preparation of regularly scheduled reports
- Develop and maintain a filing system
- Order office supplies
- Book travel arrangements
- Submit and reconcile expense reports
- Provide general support to visitors
- Provide information by answering questions and requests
- Take dictation
- Research and creates presentations
- Generate reports
- Handle multiple projects
- Prepare and monitor invoices
- Develop administrative staff by providing information, educational opportunities and experiential growth opportunities
- Ensure operation of equipment by completing preventive maintenance requirements; calling for repairs; maintaining equipment inventories; evaluating new equipment and techniques
- Maintain supplies inventory by checking stock to determine inventory level; anticipating needed supplies; placing and expediting orders for supplies; verifying receipt of supplies
- Maintain professional and technical knowledge by attending educational workshops; reviewing professional publications; establishing personal networks; participating in professional societies
- Contribute to team effort by accomplishing related results as needed
- Carry out administrative duties such as filing, typing, copying, binding, scanning etc.
- Organize travel arrangements for senior managers
- Write letters and emails on behalf of other office staff
- Book conference calls, rooms, taxis, couriers, hotels etc.
- Cover the reception desk when required
- Maintain computer and manual filing systems
- Handle sensitive information in a confidential manner
- Take accurate minutes of meetings
- Coordinate office procedures
- Reply to email, telephone or face to face enquiries
- Develop and update administrative systems to make them more efficient
- Resolve administrative problems
- Receive, sort and distribute the mail
- Answer telephone calls and pass them on
- Manage staff appointments
- Oversee and supervise the work of junior staff
- Maintain up-to-date employee holiday records
- Coordinate repairs to office equipment
- Greet and assist visitors to the office
- Photocopy and print out documents on behalf of other colleagues