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Office Manager / Personal Assistant

Sheraton, Cairo
Posted 5 years ago
342Applicants for1 open position
  • 1Viewed
  • 0In Consideration
  • 0Not Selected
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Job Details

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Job Description

Purpose Of The Role

  • Supports the Financial & Administration Manager to make the best use of his time by being proactive in dealing with secretarial and administrative activities.
  • She/he needs to know extensive knowledge of the organization. Knowing the key personnel (internal and external) and understand the organization aims and objectives.

Her/his key responsibilities and tasks are as follow:
Diary Management

  • Organizing, prioritizing and maintaining diaries and making appointments including the capturing of routine appointments
  • Ensuring all necessary information has been captured within the appointment. (For example, venue, purpose of meeting, invitees, maps and briefing papers if necessary, etc.)

Meetings

  • Organizing meetings and ensuring all necessary information for the meeting has been captured on the invite
  • Ensure that the Financial & Administration Manager is well prepared for all meetings, and been informed if any particular preparation is required enough time prior to the meetings.
  • Meeting preparation. To include: analysis of agenda and the Minutes/Actions of previous meetings and preparation/collation of the relevant presentation material, coordinating input from attendees and producing hand-out packs where necessary
  • Provide support to meetings with respect to taking informal notes or formal minutes and progressing actions
  • Provide an information pack where necessary for each meeting. Including minutes/actions from last meeting, copy of presentations, etc.

Travel

  • Arrange travel and accommodation for the Financial & Administration Manager and his special guests (in case exists)
  • Provide travel pack to the Financial & Administration Manager prior to travel including itinerary, maps, contact numbers and any other supporting information

Hosting Visitors

  • Meeting and greeting visitors at all levels of seniority
  • Ensure all necessary arrangements for the visit and site security rules are observed
  • Providing support throughout the visit ensuring the visit runs smoothly and any issues are dealt with in a timely manner

Data Management

  • Dealing with incoming email and post. Screening of junk mail
  • Devising and maintaining office systems, including data management, filing (hard and soft) etc.
  • Maintaining task list for the Financial & Administration Manager and allocating diary time for resolution of tasks.
  • Producing PowerPoint presentations, documents, briefing papers and reports when necessary

Other Tasks

  • Organize and expedite the flow of work through the senior team; anticipate the administrative needs of the office and proactively develop relationships and systems to ensure optimum performance
  • Screening telephone calls, inquiries and requests, and handling when/as appropriate
  • Carrying out specific projects and research
  • Building relationships and liaising with Clients, and staff,

Job Requirements

Skills & Qualifications

  • Bsc in Engineering preferably, or any other discipline
  • Fluency in English
  • Awareness of the company’s vision and goals and of the department’s processes and procedures
  • Solid IT skills are required, particularly Word, Excel and PowerPoint. Accuracy, speed, pro-activity and an ability to ‘get things done’ are vital.
  • Demonstrates business awareness, excellent communication skills (verbal and written) and ability to interact effectively, courteously and professionally both within internal and external customer communities
  • Able to prioritize workload and complete work within agreed timescales to outstanding quality requiring minimal rework/no rework
  • Self-motivated and enthusiastic
  • Have outstanding organization skills. Ability to meet stretch deadlines and demands of the team. To be proactive in finding solutions to problems
  • Ability to ‘think on feet’ and make last minute decisions working within pressurized situations
  • Able to deal with people at all levels of the organization
  • Handles confidential and sensitive information in a discrete and controlled manner
  • Effective personal organization and an ability to remain composed and focused under pressure

Experience

  • 8+ years of experience as a PA to a C Level or equivalent in a busy industry

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