Personal Assistant - Office Manager
General Consulate
Total years of experience :14 years, 7 Months
Perform all the office administrative work - Provide assistance in the implementation of the Embassy work program, including some specialized support in specific areas e.g. filing both electronically and hard copies, interpretation/ translation.
• Handle telephone calls, emails, letters, proposals, contracts and other forms of correspondence on behalf of the Ambassador and maintain records of each item.
• Manage the Ambassador’s diary and programs of appointments. Assist with coordination of public diplomacy events. Screen phone calls and visitors. Welcome visitors and serve refreshments. Maintain contact databases.
• Prioritise and deal with incoming and outgoing correspondence, e-mails and requests. Manage documentation and inform the Ambassador of matters requiring attention. Research and prepare correspondence, speech notes, travel programs, and diplomatic cables as required.
• Liaise on behalf of the Ambassador for contact/appointments both inside and outside the Embassy.
• Assist with arrangements for visiting VIPs and officials.
• HR tasks and employees relations with the administration
• Serve as a resource and information regarding contacts (Contacts Database: names + position +details contacts) to strong link with governmental and non governmental institutes
• Participate in the organization of events/ seminars / workshops and coordinates support required for visiting missions.
Perform all the office administrative work - Provide assistance in the implementation of the Embassy work program, including some specialized support in specific areas e.g. filing both electronically and hard copies, interpretation/ translation.
Schedule Ambassador s appointments and meetings, taking priorities into account.
Serve as a resource and information regarding contacts (Contacts Database: names + position +details contacts) to strong link with governmental and non governmental institutes
Participate in the organization of events/ seminars / workshops and coordinates support required for visiting missions.
Attend meetings, draft minutes and ensure timely clearance and distribution
Assuring links with governmental and non governmental institutes
Translation official and non official documents
Suggest ways to enhance work organization and effectiveness.
Follow up the economic and political events
Attending conferences, forums, cultural manifestations
Take in charge the foreign delegations and arranging meetings for them (refunding tickets, booking restaurants tables, conference rooms for meetings……)
Airlines and Hotels arrangements and booking
Participate in the organization of events / seminars / workshop and coordinates support required for visiting missions and consultants
Translating official and non official documents from to the following languages (English, Arabic, French)
Support the management team in the design of organization and procedures.
Order office stationary and Ministry publications.
