Admin. Assistant - GDS (Global Distribution System) Team
Automated Systems Company, ASC
مجموع سنوات الخبرة :23 years, 1 أشهر
Maintaining GDS director diary for appointments
Preparing contracts and contract management
Preparing letters, interoffice memo, filing reports
Coordinating between the GDS team and GDS Director and other departments
Scheduling meetings, taking minutes of meeting and distributing
Taking care of internal business events
CRM report management
Following up on various assigned tasks with GDS team and pushing them to meet their deadlines
Exporting data from CRM into a spreadsheet
ordering supplies and stationery online from the internal store
Formatting and compiling the presentation slides
Creating a client details spreadsheet, a list of attendees for various events in coordination with the sales team
Collecting data from individuals and preparing monthly sales report
Arranging for internal trainings and keeping a record of all training certificates
Email correspondence
Taking care of voucher distribution to the clients
Preparing branded gift bags with various branded gift items to deliver it to the clients
Contributing to team effort by accomplishing related results as needed; making sure that day-to-day GDS department tasks run smoothly
Budgeting:
• Managing expenses and coordinating with FMD for all budget matters on behalf of AVP - M&C
• Preparing memos for invoices
Department Responsibilities:
• Distribution of marketing material and researches internally and externally, electronic or hard copies
• Managing the electronic and direct mail distribution list
• Assisting AVP - M&C with the preparation of presentation materials.
• Managing inventory of marketing material.
• Requesting quotations from vendors.
• Updating website with latest PRs.
• Updating portal with latest PR and Ads.
Secondary Responsibilities:
• Secretarial duties such as - Preparing email responses in coordination with AVP - M&C.
• Preparing memos and Acceptance/Rejection/renewal letters
• Managing and processing incoming/outgoing mail and interoffice communications
• Maintaining department’s current filing system.
Assisting department staff in all their official needs, i.e., preparation of letters, reports, fax, proof reading, stationery, forms, phone calls, courier, etc
Providing secretarial support to the Manager and the Operations department by encoding correspondences/ performing self-initiated correspondence, reports & documents.
Coordinating between departments and following up on various operational issues.
Setting the meetings with various departments, clients, taking minutes of meeting; distributing it to the attendees & following up on the tasks assigned
Dealing with courier service, scanning, photocopying, and filing
Preparing/typing authorization letters, business proposals, & other business letters under guidance
Preparing a spreadsheet of sample model Action Plan for all the services that will be launched on quarterly basis in coordination with Account Managers
Keeping a record on the incoming subscriptions on a weekly basis & forwarding the report to the budgeting team in order to check if the target is achieved at the end of each season
Ordering gift items in coordination with the Operation Manager and managing inventory of gift items
Arranging for recruitment ads and following up with ad agencies to place job opportunity ads
Provided extra support when needed by preparing offer letters, salary certificates, experience certificates, warning letters, termination letters, internal memorandums, and other HR related documents in English
Performing other related duties as required, working according to the workload and pressure to meet deadlines
Reading and screening incoming correspondence and reports; making preliminary assessment of the importance of materials and organizing documents; handling some matters personally and forwarding appropriate materials to the administrator or executive and staff
Sending and receiving faxes and forwarding them to the respective department/person
Scanning, printing, and maintaining general filing system and file all correspondence
Greeting visitors & checking if they should be given access to the manager
Preparing travel expenditure report of the manager
Managing Chief president’s calendar; setting appointments and advising others of the managers availability for whatever reason; preparing meeting agendas etc
Proofing and editing the work done by my juniors & uploading the proofread files for QC & for MT reference
Sending the final report directly to the clients
Checking the correction reports and making note of the corrected forms for the future use
Helping the doctors of US in keeping the accurate and detailed reports of every patient for reasons of medical health claims.