Executive Assistant
Qatar Cool
Total years of experience :9 years, 1 Months
1. Manage the CEO’s day-to-day schedule and meetings to ensure the absence and/or resolution of conflicts and a proper time management process.
2. Ensures that office operations comply with policy provisions and standards.
3. Plan and coordinate important events/meetings/conferences for the CEO
4. Design and implement office policies by establishing standards and procedures, and 5. Design new templates as per the CEO’s office 5. Coordinate and streamline internal and external meetings.
6. Identifying gaps in the CEO office process and proposing new ones
7. Managing travel, transportation, and hotel
8. Attend meetings with the CEO when required, take meeting minutes, and circulate them to all
participants after CEO approval. Also, draft and/or type reports and correspondences to ensure consistency and standardization of formats. Assist in the preparation of presentations as requested by the CEO.
9. Answer telephone calls to the CEO’s office and give appropriate information to callers, screen and
10 route calls; and place outgoing calls.
11. Receive, sort, and distribute mail and facsimiles in the CEO’s office; prepare and arrange for the distribution of outgoing mail and facsimiles.
12. Prepare the CEO’s expense and travel report as per the approved policies and procedures.
13. Perform the day-to-day administrative support and maintain updated computerized records of the
department’s activities to ensure a smooth flow of activities and high productivity.
14 Greet and assist visitors or escort them to the relevant office or meeting room.
15 Maintain the CEO's office’s confidential files and reports.
16 Prepares LPOs in coordination with the relevant departments as requested and when required.
17 Arrange and coordinate Board and Senior Management meetings, whenever required.
18 Perform’s internet research for presentations as requested by the CEO. Ensure the quality of all documents and presentations.
19 Maintain a hard copy and electronic filing system for the CEO's office.
20 Train and supervise junior staff as and when required.
21 Perform general supportive duties like photocopying, faxing, mailing, and filing.
22 Perform any other related duty as assigned by the Chief Executive Officer, by the provisions of the labour law.
1. Review all the documents before any release and take actions as needed as per set standards
2. Monitor Distribution, Organizing, Filling and archiving of documents as per set standards
3. Monitor the creation and maintenance of logs (incoming, outgoing,
inspection, RFI’s etc.)
4. Creating reports and analyses for Leadership team
5. Providing training on document control as needed
6. Proper tracking, coding, and filing system monitoring
7. Process defining, updating as per lessons learned and training on
DC
8. Performing Internal Audits as per ISO standards
1. Manage the GM's day-to-day schedule and meetings to ensure the absence and/or resolution of conflicts and a proper time management process.
2. Ensures that office operations comply with
3. Plan and coordinate important events/meetings/conferences for the GM
4. Design and implement office policies by establishing standards and procedures, and measuring results.
5. Coordinate and streamline internal and external meetings.
6. Managing travel, transportation, and hotel
7. Answer telephone calls to the GMs office and give appropriate information to callers, screen and route calls; and place outgoing calls.
8. Perform the day-to-day administrative support and maintain updated computerized records of the
department’s activities to ensure a smooth flow of activities and high productivity.
9. Maintain the GMs office’s confidential files and reports.
10. Prepares LPOs in coordination with the relevant departments as requested and when required.
11. Maintain a hard copy and electronic filing system
12. Perform general supportive duties like photocopying, faxing, mailing, and filing.