Executive Administrative Assistant
Urbacon Trading And Contracting
Total years of experience :19 years, 4 Months
• Prepare and modify documents including correspondence, reports, drafts, memos and emails.
• Schedule and coordinate meetings, appointments and travel arrangements for managers or supervisors.
• Scheduling an appointment / Meeting as directed by the Project Manager.
• Assist managers and executives with scheduling appointments and events.
• Maintain hard copy and electronic filing system.
• Retrieve documents from filing system handle requests for information and data.
• Collects and gathers documentations for Planning Engineer’s Daily Site Reports.
• Coordinate in all departments related to job completion assigned by higher management.
• Processing staff and Managers’ leave application.
• Answer telephone enquiries from customers, attend to visitors and assist other staff in the organization with their enquiries.
• Prepares and maintains comprehensive and updated databases by filing and re-filing documents.
• Gathering and preparing information and reports to be used in the meeting by the upper management.
• Assisting in accounts works including (handling the invoices for payment certificate for the suppliers, encoding petty cash items. etc.)
• Record, compile, transcribe and distribute minutes of meetings.
• Ordering and maintaining stationery and equipment.
• Receive and direct visitors and clients general clerical duties including photocopying, fax and mailing
• Maintains the confidentially of all records.
• Coordinate and maintain records for staff, telephones, and petty cash.
• Answer phones and respond to customer requests and orders.
• Handle calls when customers want to order products or services and place these orders in the computer system.
• Answer all questions and give as much information as possible for the customer.
• Maintaining call logs and call reports for future reference.
• Provide enough information as possible to the customer about the products and services they are trying to sell.
• Support and provide superior service via phones, e-mails and faxes as a receiver and caller.
• Use questioning and listening skills that support effective telephone communication.
• Understand the impact of attitude in handling calls professionally.
• Effectively deal with job stress, angry callers, and upset customers.
• Display Time flexibility towards shifts as per work floor requirements.
• Scanning Orders.
• Sending and Receiving emails.
• Other duties as assigned.
• Provide office support services in order to ensure efficiency and effectiveness within the office
• Receive, direct and relay telephone messages and fax messages
• Pick up and deliver the mail
• Maintain the general filing system and file all correspondence
• Assist in theplanning and preparation of meetings, conferences
• Make preparations for Council and committee meetings
• Maintain an adequate inventory of office supplies
• Respond topublic inquiries
• Provideword-processing and secretarial support
• Perform clerical duties in order to maintain office administration
• Develop andmaintain a current and accurate filing system
• Monitor the use of supplies and equipment
• Coordinate the repair and maintenance of office equipment
• Answer all incoming calls and handle caller’s inquiries whenever possible
• Re-direct calls as appropriate and take adequate messages when required
• Greet, assist visitors and the general public
• Support and assist the General Manager and other staff
• Provide administrative services for the General Manager
• Managing office space and property and dealing with personnel administration
• Operates basic office equipment.
• Sorts and routes incoming materials.
• Sorts and distributes incoming and outgoing mail.
• Arranging letters, memoranda, invoices and other indexed documents according to an established system.
• Perform other related duties as required
• Collects and receives check from supplier and clients
• Add new material to file records, and create new records as necessary.
• Answer questions about records and files.
• Assign and record or stamp identification numbers or codes in order to index materials for filing.
• Eliminate outdated or unnecessary materials, destroying them or transferring them to inactive storage according to file maintenance guidelines and/or legal requirements.
• Enter document identification codes into systems in order to determine locations of documents to be retrieved.
• Find and retrieve information from files in response to requests from authorized users.
• Keep records of materials filed or removed, using logbooks or computers.
• Modify and improve filing systems, or implement new filing systems.
• Perform periodic inspections of materials or files in order to ensure correct placement, legibility, and proper condition.
• Place materials into storage receptacles, such as file cabinets, boxes, bins, or drawers, according to classification and identification information.
• Scan or read incoming materials in order to determine how and where they should be classified or filed.
• Sort or classify information according to guidelines such as content, purpose, user criteria, or chronological, alphabetical, or numerical order.
• Track materials removed from files in order to ensure that borrowed files are returned.
• Convert documents to films for storage on microforms such as microfilm or microfiche.
• Design forms related to filing systems.
• Gather materials to be filed from departments and employees.
• Operate mechanized files that rotate to bring needed records to a particular location.
• Perform general office duties such as typing, operating office machines, and sorting mail.
• Retrieve documents stored in microfilm or microfiche and place them in viewers for reading.
• Responsible for providing administrative and secretarial support to senior management executives including,
• Greeting visitors and answering the telephone;
• Receiving and distributing mail and correspondence; gathering data and compiling various reports for management;
• Conducting projects and assignments;
• Photocopying materials;
• Maintaining files;
• Ordering supplies;
• Issuing correspondence.
The curriculum is presented across three general academic areas: Computing (computer science, informatics, and software); Business Foundations (accounting, finance, marketing, strategy, and operations); and Analytical Methods (mathematics, statistics, economics, management science, and decision analysis). The fundamentals of information and computer science, including the rudiments of software design and construction with an emphasis on data management, provide the foundation for understanding, describing, and evaluating the technology through which most business information is gathered and presented. The business fundamentals, covering all the functional areas in the Merage School, provide a background and context in which information and its analysis will be applied