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Deputy Office Manager of Chairman

Maadi, Cairo
Posted 4 years ago
135Applicants for1 open position
  • 90Viewed
  • 46In Consideration
  • 1Not Selected
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Job Details

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Job Description

  • Review all incoming internal and external correspondences on time;
  • Submit all incoming correspondences to Chairman’s Office Manager for review and required action according to instructions;
  • Receiving, filing, tracing, updating all correspondences, delivering to Business Center for distribution or Concerned Members under COM guidance;
  • Working with coordination of COM on the profile of Archiving system for easy tracking.
  • Renewal of the Chairman's required passports and visas on time;
  • Receiving from the COM the instructions concerning the Chairman’s trips and executives including the date, duration, flight class, hotel reservation, entry visa etc., coordination with travel agency for taking the best offers and submitting the offers to COM to get the final approval;
  • Searching online for the best options for Air Tickets, Hotel accommodation, car rental, preparing comparison sheets and present to the COM for review and final decision;
  • Sending to concerned Executives the travel arrangements after the COM approval.
  • Filling-in the online application to set an interview at the concerned country’s embassy to obtain the visa;
  • Preparing an approval sheet for the signature by the concerned person for all Business and Private trips’ invoices received from Travel Agency.
  • Assistance to COM to arrange for leisure family members trips;
  • Updates on time the situation sheet for passports and visas renewals for the Chairman's family members;
  • Filling the online and other application to set an interview at the concerned country’s embassy to obtain the visa and preparing all requested and supported documents;
  • Checking, tracing and updating the Subscriptions sheets of Clubs, Memberships, Award Cards, Qualiflyers Numbers, Satellite Renewal and any other cards for the Chairman and his family;
  • Greet guests and visitors with courtesy and escort them to the meeting rooms assigned;
  • Assist the COM in preparing Itinerary and meeting agenda for external guests visits and meetings;
  • Checking meeting rooms before Chairman meeting start time to ensure that all equipment, tools and stationary needed are available;
  • Making order for catering items needed during the Meeting for Coffee breaks, lunches, dinners in coordination with COM;
  • Translation of documents (emails, offers, attachments).
  • Assist with and attend the chairman’s high profile events and to make sure that all arrangements are up to standard and in order according to the plan set (Set-up, flower arrangements, menus, invitees, etc..)

Job Requirements

  • Bachelor ‘s Degree;
  • Good command in English and Arabic is a must + another language (German, French, Italian or Russian) preferred
  • Fast typing skills
  • Flexibility in working hours
  • Adaptability
  • Working under pressure
  • Good interpersonal skills
  • Presentable
  • Ability to multitask
  • Organizational skills
  • Communication skills
  • IT skills
  • Strong Secretarial skills.

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