Executive Secretary / Office Coordinator
Data Consult
Total des années d'expérience :12 years, 11 Mois
Assisting the GM & the financial manager.
Keeping the GM’s calendar.
Correspondence: preparing all kinds of letters in Arabic & English (for banks, customers, insurance company…etc) and checking spelling & grammar in both languages.
Scheduling interviews for job candidates.
Arranging for trips:
Visas to Jordan, Bahrain, UAE, KSA, Iraq, Ireland, UK, USA & Schengen Visas (to Germany, France, Spain, Greece…etc ).
Flights’ reservations and pick up cars (drop off taxi).
Accommodation.
Preparing & calculating per diem.
Arranging & following up sales orders & purchase orders.
Handling the related documents for TRC to import devices & equipment and renewing TRC licenses.
Handling the RMAs (Cisco correct and faulty devices including receiving and resending them to Netherlands, preparing TNT policies and keeping records for tracking them).
Arranging for printing business cards, take away gifts, badges, stamp and other related documents for the firm.
Preparing the company’s yearly event (hotel’s reservation, checking the event’s hall, beverages, coffee breaks, lightening..etc (all small details should be handled by me).
Coordinating with the staff throughout company’s offices in Iraq, KSA and Lebanon in different tasks (arranging for their trips, corresponding…etc).
Receiving and sending mail and shipments via DHL and other shipments received by Aramex, UPS, TNT..etc..
Maintain and updating the data base/contact for the firm.
Arranging the medical insurance for the employees (adding/cancelling employees, broke claims, correspondence and following up the insurance contract).
Handling the exams for the technical team.
Following the attendance of employees and handling sick leaves & vacations (preparing vacations & monitoring the balance).
Management of calls/incoming-outgoing.
Handling office’s supplies (stationary, toners, kitchen supplies).
Keeping the petty cash.
Assisting in bid preparation.
Handling any other related tasks or assignments related to managing the office (filling system, labeling, spiral, scanning, faxing ….etc).
Assistant to the CEO & Office Manager.
Keeping the calendar for CEO & managing partners.
Handling & preparing meetings and scheduling interviews for job candidates.
Preparing the minutes of meeting & typing it to circulate the approved minutes of meeting to the involved employees.
Arranging for trips:
Visas to Bahrain, UAE, KSA, Sudan.
Flights’ reservations and accommodation.
Preparing per diem.
HR tasks :
Arranging job offers & contracts for the new employees.
Making acquaintance for resigning employees, preparing the related documents for them including the employment letters.
Following the attendance sheet, employees' annual and sick leaves and vacations …etc).
Accounting tasks:
Handling the petty cash.
Preparing cash & cheque payment vouchers (hard & soft copies).
Preparing cheques.
Issuing employees’ salaries sheet.
Issuing invoices for the clients.
Correspondence: preparing all kinds of letters in Arabic & English (for banks, customers, insurance company…etc) and checking spelling & grammar in both languages.
Assistance in preparing presentations for trainings using Power Point.
Translating the material of presentations from English to Arabic and vise versa.
Arranging for acquaintance for the company and social security.
Arranging for printing business cards, headed paper, vouchers books, company’s new stamp and envelopes.
Handling office’s supplies (stationary, toners, kitchen supplies).
Telephone skills.
Maintain and updating the data base/contact for the firm.
Arranging the medical insurance for the employees (adding/cancelling employees, broke claims, correspondence and following up renewing the insurance contract).
Following up the bills (telephone, electricity and water bills) and the company’s contracts & renewing official documents.
Assisting in advertising for company’s trainings (PMP, Balance Scorecard... ).
Handling any other related tasks or assignments from management (such as; filling system, scanning, faxing…etc).
Preparing and update documentation.
Doing the help desk support.
Entering data on the SMS messaging system on a daily bases.
Entering data and updating telephone database.
Handling telephone invoices by sorting them to Embassy’s departments, entering them in data base and distributing them.
Filing, making work orders.
Telephone skills.
• Office Practice • Arabic & English Business Correspondence • Book - Keeping (Accounting) • Arabic & English Keyboarding • Business Language • Commerce • Computer