Correspondence Assistant
Office of the Minister of Economic Development and Training
مجموع سنوات الخبرة :20 years, 2 أشهر
• Office Administration and Organization
Point of contact for all types of communications e.g. phone calls, emails, letters; manage general inbox and responds to public inquiry; oversee workflows, prioritize and monitor action items; review the Minister’s advisory notes; coordinates retention of confidential office records and documentations and performs other administrative support for the Minister’s office such as ordering supplies, expenses allocation and invoice processing.
• Customer Service
Welcomes guests and serves as focal point on office support methods and processes; promotes communication and established rapport between departments, internal and external clients; provides feedback and support concerning process improvements; assisted in providing solutions to recurring or unusual administrative problems.
Contact point for all communications, e.g. phone calls, emails; organization of the Director’s daily schedule; oversee workflows, prioritization and monitoring of action items; ensures implementation of policies, rules and regulations; performs other administrative support such as travel arrangements, preparation of letters, minutes and emails, ordering office supplies, coding or allocation of expenses and processing of invoices.
• Maintains and monitors the program's budget including the FRAs (Faculty Resource Allocation Funds)
• Manages the program's financial activities and assist the Program Chair in creating the yearly budget forecast.
• Supervises, train and evaluate the work of administrative staff and student workers.
• Assigns tasks and evaluates job progress.
• Serves as an Executive Assistant to Program Chair
• Manages the Program Chair’s calendar.
• Manages logistical and administrative support for events, meetings, specialized activities, projects, long term initiatives or new programs such as program’s sponsored conferences, invited seminars, continuing education workshops.
• Oversee workflows and ensure implementation of University policies, rules and regulations.
• Serves as primary information resource on office support methods and processes.
• Conducts hiring searches and actively participates in the program’s recruitment process.
• Manages and coordinates retention of confidential office records and documentations.
• Serves as an Executive Assistant to Program Chair
• Manages the Program Chair’s calendar.
• Manages and coordinates logistical and administrative support for events, meetings, specialized activities, projects, long term initiatives or new programs.
• Assist the Program Chair in creating the yearly budget forecast.
• Maintains and monitors the mechanical engineering program’s budget.
• Coordinate administrative support function for the Mechanical Engineering (MEEN) program.
• Supervise, train and evaluate the work of other support staff and/or student workers.
• Manages and contribute to the improvement of program’s procedures and processes.
• Serves as primary information resource on office support methods and processes.
• Coordinates workflow and promotes communication between functional areas and outside units (external clients).
• Assists in providing solutions to recurring or unusual administrative problems.
• Manages and coordinates retention of confidential office records and documentations.
• Screens telephone calls for the Program Coordinator and
respond to email inquiries.
• Responsible for handling and proper distribution of mails
(electronic and regular mails).
• Responsible for arranging various meetings in my Program
Coordinator’s calendar using MS Outlook.
• Updating mechanical engineering department's contacts
database.
• Handles mechanical engineering department's event
organization.
• Prepares itinerary for mechanical engineering department
visitors and recruitment candidates.
• Handle travel arrangements of mechanical engineering faculty, visitors and recruitment candidates.
• Responsible for making hotel reservations for incoming
visitors.
• Acts as the mechanical engineering department focal
point; responsible for establishing a good rapport with HR,
Finance, Facilities, and IT department.
• Takes over sub project tasks in presentations and statistics.
• Creates layout of presentation materials.
• In-charge of the supervision and assessment of the professional performance of the Cleaning & Waste Management Service Provider.
• Responsible for the development of the cleaning and waste management venue operations plan for the sporting venue.
• Updating cleaning & waste management contacts database.
• Takes over sub project tasks in presentations and statistics.
• Assists in training sessions for cleaning and waste management volunteers.
• Supervising and consulting selected in-house staff in waste segregation.
• Creates layout of training materials and hand outs.
• Performs diverse internet research on various projects.
• Coordinates various activities as assigned and provides assistance in the development of work schedules and procedures.
• Prepares and updates various cleaning and waste management reports.
• Performs thorough site inspection of sports competition venues.
• Identify and report all deviation from the agreed level of service standard between the Cleaning and Waste Service Provider and the Organising Committee for mitigation.
• Acts as a receptionist - handles and respond to telephone calls and email inquiries.
• Responsible for handling and proper distribution of mails (electronic and regular mails).
• Responsible for managing the programme hotline and mailbox.
• Responsible for arranging various meetings on my Manager’s
calendar using MS Outlook.
• Updating my Manager’s contacts database in Microsoft Outlook.
• Takes over sub project tasks in presentations and statistics.
• Assists in training sessions and event organization.
• Responsible for establishing a well maintained files through the use of file scanning and archiving.
• Creates layout of presentation materials.
• Performs diverse internet research on various projects.
• Supports and assists in press and media work.
• Performs wide-ranging office administration i.e.:
1. Responsible for creating and maintaining a variety of files, logs and record keeping systems.
2. Performs varied and responsible clerical/secretarial work, data entry and organizational tasks.
3. Performs research, copies and consolidate information for various records and reports.
• Responsible for handling various projects i.e. games statistical research and reports.
Graduated with honors (cum laude) Department of Science and Technology Scholar for 3 consecutive years