Sr. Executive assistant to CEO office- Qatar museums
Qatar museums
مجموع سنوات الخبرة :20 years, 1 أشهر
Works closely with the CEO and office director in providing comprehensive
administrative assistance including, but not limited to, supports in organizing and
managing calendar, organize workload and priorities on a daily basis using own
initiative, works effectively with the CEO to keep him well informed of upcoming
commitments and responsibilities.
• Process and distribute daily mail with high level on confidentiality.
• Manages the petty cash of the CEO office and monitor the expenses.
• Drafting letter and emails in both Arabic and English to the CEO and to the office
director.
• Support in translation where necessary and when required.
• Assemble and prepare agenda and documents required by the CEO to attend
meetings and follow up any resultant actions.
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• Maintains office services by organizing office operations and procedures; controlling
correspondence; designing filing systems; reviewing and approving supply
requisitions; assigning and monitoring clerical functions.
• Organizing the office layout and ordering office equipment and essentials, ranging from
flowers and stationery to laptops, liaising with building manager and IT, arranging
maintenance and repairs when required
• Arranging travel, meetings and appointments
• Manage office expenditure.
• Supervise and Delegate work to staff and manage their workload and output
• Personally organizing bespoke events and conferences, ensuring booking and
decoration of venues, circulation of agenda and invitations, and recording RSVPS and
special requests.
• Managing a proper filling system
• Providing administrative services including diary management, organizing meetings,
planning events, correspondence and prioritizing emails for the Chairman and ensure
all are produced in a timely and accurate manner.
• Working closely with the
Budget & Cost)
Budget and Cost tasks:
• Preparation of cost and variance reports in monthly bases in addition to the yearly
budget proposal.
• Create Release orders and Service Entry Sheets on SAP implementation in order to
process vendor’s invoices.
• Create Contract request documents for projects on SAP and upload the necessary
documents throughout the project period according to the organisation procedures.
• Collaborates and liaison with internal (Contract and Finance Department) and
external (Vendors) personnel for the purpose of implementing and/or maintaining
heightened services in a timely manner.
Administration tasks:
• Responsible for performing a wide variety of strategic administrative support tasks
for upper executive level employees of the department in a timely manner.
• Using EDMS, ECM and ACONEX filing system to manage information processing,
maintains and control records of documents, archiving and retrieval to ensure
accuracy, completeness, timeliness, integrity and confidentiality.
• Serve as a point of contact for information requests concerning the activities of the
team to ensure proper responses are provided to all internal and external inquiries as
per established guidelines.
• Prepare and draft communications such as reports, memos, letters, financial
statements, executive presentations and other documents, using word processing,
spreadsheet, and database to ensure smooth flow of information within the office and
with external parties.
• Provide meetings scheduling and facilitation to the Manager’s Office in liaison with
the concerned parties to ensure meetings are properly planned and to avoid
conflicting and overlapping schedules.
Resolves the service problems by clarifying the customer's complaint; determining the
cause of the problem; selecting and explaining the best solution to solve the problem;
expediting correction or adjustment; following up to ensure resolution.
• Respond to customer service/inquiries and customer service requests such as adding
and termination services.
• Participate in team meetings, contribute ideas to the supervisor for the improvement of
the team, and work process.
• Provide on-the-job training for new employees.
▪ Computer maintenance course.
▪ Oracle Sql, Forms and Reports.
Courses/ Training
• Devising and maintaining office systems, including data management and filing.
• Drafting letters, presentations
• Arranging meetings, travel and hotel accommodation.
• Screening phone calls, enquiries and requests, and handling them when appropriate.
• Meeting and greeting visitors at all levels of seniority.
• Organising and maintaining diaries and making appointments.
• Dealing with incoming email, faxes and post, often corresponding on behalf of the
manager.
• Liaising with clients, suppliers and other staff.