Executive Office Assistant

30 نوفمبر، 2022

0 3 2 دقائق

الوصف الوظيفي

· Provides high-level administrative support and assistance to the Executive Directors.

· Performs clerical and administrative tasks including drafting letters, memos, invoices, reports, and other documents.

· Schedules and attends meetings with executive’s, taking notes and recording minutes.

· Maintain executive’s agenda and assist in planning appointments, board meetings, and conferences.

· Prepares minutes of meetings and ensure follow-up of action items till they are closed and provide feedback to reporting manager.

· Receives incoming communication or memos on behalf of Executive team, reviews contents, determines importance, and summarizes and/or distributes contents to appropriate staff.

· Coordinate with various departments, ensuring communication flow, and follow-up action items till they are closed and provide feedback to reporting manager.

· Answering and screening telephone calls and records all telephone messages.

· Performs office tasks including maintaining records and ordering supplies

· Determine matters of top priority and handle all day-to-day tasks accordingly.

· Assist manager organizing to do list and manage his appointment calendar

· In charge of executive traveling requirements (booking tickets/Visa applications..etc), and coordinate with the necessary departments when needed.

· Deals with incoming and outgoing mails and maintain top confidentiality of all work and all documents sent or received.

· Keep stationary supplies available and handy.

· Prepare required MIS reports as required by the manager.

· Maintain address books, including client and vendor contact details

· Create and modify PowerPoint presentations, excel reports and charts.

· Responsible about ADC announcement and HR News mail.

· Responsible about PMF & Leave Request with Receptionist.

· Coordinate with IT department on all office equipment.

Undertake special projects as assigned, maintain confidentiality, and manage events in collaboration with facilities and marketing departments.
Communication between the board, management, and members by giving proper notice of any meetings and timely distribution of materials such as agendas and meeting minutes.
Coordinate with Facilities management to ensure maintenance and upkeep of the office and workspace.

Performs other related duties as assigned.