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Job Description
- MD Office Organization: Schedules, Plans, Reports, Documentation, Archiving, Correspondence, Appointments, Travel Itineraries,
- Maintaining Office environment , instructing Cleaning Services ,making sure MD personal belongings are always well stored and reachable, ordering business cards or any tools he may require, supplies, stationery, office equipment, etc.
- Handle Documentations ,files tagging, ordering documents by priority, maintaining Signature book updated and organized.
- Answering the calls for The Manager Director; Screening the list of callers and replays the messages to the Manager or leaves messages at his desk.
- Registering daily incoming correspondences in main registration book (Mail, Fax, telexes); Alongside Copies.
- Handling all incoming soft and hard mails.
- Taking notes from MD for drafting correspondence and documentation needed.
- Organizing and attending MD meetings; take MOM and report them within 24 hours then store/file them adequately for easy access to MD’s review.
- Follow-up on all MOM’s with suppliers/partners to ensure execution of all agreements on time.
- Maintaining the archives of documents and paperwork regarding foreign delegation visits, customer visits, inaugurations, new product launches, activities, events, etc.
- Attend all Office business outings (Lunch, dinner, gala dinners, events, Iftar invitations, corporate gatherings, etc…) and make a professional yet elegant appearance, at all times.
- Translating documents from English to Arabic and Vice Versa especially legal documents.
- Undertake any other duties assigned by direct manager.
- Comply with Company’s Policies & Procedures and any other related documentation.
- Provide Support for Company internal teams: Staffs Visas processing, staffs travel arrangements, expense tracking, travel programs, etc…
- Ensure constant communication with Clients, suppliers and stakeholders including: SMS, emails, Season’s greetings Cards, Gifts, Newsletters, etc…
- Monitor analyze and communicate PR results on a quarterly basis.
Job Requirements
- Bachelor Degree or Diploma in Business Administration, Law studies, English Literature.
- 6 to 8 years of Experience Office Management & Administrative functions or any related field.
- Schedule Flexibility for Late working hours.
- Excellent Command of English in written & in Verbal Communication.
- Good Command of Microsoft Office programs (Excel, Word, PPT, etc…).
- Good with budgets & prioritizing costs and expenses according to importance.
- Reliable/good at hitting deadlines; Ability to multi-task activities, with a variety of parties.
- Initiative taker and possess a good sense of ownership to oneself work.
- Excellent Organization Skills in terms of organizing oneself work and prioritizing according to urgency of situations.
- Possess the ability to analyze data and understand connections, have the Talent to recognize the opportunities for process improvement in those connections.
- Have a great sense of attention to detail and to deadlines.