Office Manager for the Chairman of the Board & the Executive Director
King Abdullah II Fund for Development (KAFD)
Total des années d'expérience :24 years, 10 Mois
• Organize and coordinate the Executive Director’s Office operations in order to ensure their efficiency and effectiveness.
• Organize meetings and appointments for the Executive Director, handle any travel arrangements when required, and ensure he is aware of such.
• Plan and organize the arrival and accommodation of KAFD guests.
• Arrange and organize Board of Trustees meetings and prepare agenda and minutes of meetings.
• Prepare & manage office correspondence, and document & organize the transfer of letters, faxes, mail, e-mail and internal memos to/from the Executive Director.
• Welcome the Executive Director's visitors and inform him of their arrival.
• Answer the Executive Director's calls, and convey any messages as requested.
• Manage access to the Executive Director's files and documents and ensure they are readily retrievable whenever needed.
• Maintain office database.
• Maintain the Executive Director’s diary.
• Maintain proper minutes at meetings, approve the contents by the Executive Director, and get them formally acknowledged by all involved parties.
• Maintain a categorized mailing list and send out seasons’ greetings accordingly.
• Set up and maintain office filing system and maintain accurate records of all office related work.
• Sign and follow-up on hotels’ agreements and other related service institutions that can serve work.
• Prepare background information that may help the Executive Director best-prepare for any forthcoming events, meetings, guests, and visits.
• Assist in organizing internal and external events.
• Implement and maintain office system, policies, and procedures.
• Follow-up on the timely receipt of reports from the different departments/sections, review and prepare summary to draw the Executive Director’s attention to areas of importance.
• Perform any other related duties as requested by the Executive Director.
• Taking all lead responsibilities at the office and performing general clerical duties.
• Setup President's travel arrangements.
• Maintain President's calendars; schedules and coordinates appointments and meetings.
• Setup and coordinate meetings and conferences.
• Create, transcribe, and distribute meeting agendas and minutes.
• Answer President’s telephones and handle in appropriate manner.
• Meet and greet clients and visitors.
• Provide administrative support and apply the overall mission in the department.
• Reviews incoming correspondence; initiates replies as appropriate; routes matters requiring action by staff or other organizations and follow up to ensure actions are completed.
• Maintain and/or create files or record keeping systems. Sorts, labels, files and retrieves documents, or other materials.
• Reporting to the president.
• Assist in preparing Short Lists, tenders, presentations, and searching for new business opportunities.
• Issue and follow up Internal Memos.
• Dealing and cooperating with different departments in the company and coordinating as one team, and providing assistance to the Human Resources Department when needed.
• Arranging for internal and external events.
• Working in the development of the company website, brochures, and other marketing materials.
• Tracking all domestic and international shipments.
• Setup accommodation and entertainment arrangements for company visitors jointly with the Public Relation Department.
• Enhancing public relations and social activities between the employees and the head managers by arranging and organizing dinner gatherings, trips, social parties, etc.
• Creating and developing the Greeting Cards data base program which contains a list of names and addresses of the targeted clients who will receive greeting cards in the yearly occasions.
• Responsible for the expenses of the department.
• Other duties and tasks as assigned.
• Taking in charge of all the shop responsibilities and supervision.
• Taking in charge of all the shop expenses.
• Dealing with products' suppliers / all kinds.
• Dealing with different types of markets.
• Dealing with foreign and local customers.
• Communicating and corresponding with the Hotel Management.
• Offering different products and market services.
• Taking all lead responsibilities at the office (administration, supervision, correspondences… etc) and performing general clerical duties.
• Setup Manager’s travel arrangements.
• Maintain Manager’s calendars; schedules and coordinates appointments and meetings.
• Maintain and/or create files or record keeping systems. Sorts, labels, files and retrieves documents, or other materials.
• Reporting to the manager.
• Translation (English-Arabic & vice versa).
• Preparing for tenders.
• Taking in charge of all the office expenses.
• Setup, coordinate and attending meetings and conferences and preparing for the local events (Scientific Day, Conferences, Exhibitions, Seminars … etc.) privately or with the coordination of the Jordanian Dental Association.
• Dealing with Foreign Companies and hosting foreign guests.
• Marketing new products, equipments and services.
• Taking all lead responsibilities at the office and performing general clerical duties.
• Setup Manager’s travel arrangements.
• Maintain Manager’s calendars; schedules and coordinates appointments and meetings.
• Reporting to the manager.
• Translation (English-Arabic & vice versa).
• Preparing, Implementing and applying all information, data and pictures at Magnetic Cards after handling it with Photoshop.
• Taking all lead responsibilities at the office (administration, supervision, correspondences… etc) and performing general clerical duties.
• Setup Manager’s travel arrangements.
• Maintain Manager’s calendars; schedules and coordinates appointments and meetings.
• Maintain and/or create files or record keeping systems. Sorts, labels, files and retrieves documents, or other materials.
• Reporting to the manager.
• Translation (English-Arabic & vice versa).
• Preparing for tenders.
• Taking in charge of all the office expenses.
• Setup, coordinate and attending meetings and conferences and preparing for the local events (Scientific Day, Conferences, Exhibitions, Seminars … etc.) privately or with the coordination of the Jordanian Dental Association.
• Dealing with Foreign Companies and hosting foreign guests.
• Marketing new products, equipments and services.
• Taking all lead responsibilities at the office and performing general clerical duties.
• Setup Manager’s travel arrangements.
• Maintain Manager’s calendars; schedules and coordinates appointments and meetings.
• Reporting to the manager.