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Job Description
- Act as the point of contact between the manager and internal/external clients and employees.
- Screen and direct phone calls and distribute correspondence.
- Extensively manage e-mails including checking incoming/outgoing emails and following up as necessary.
- Respond accurately to internal and external information requests.
- Create and reformat effective presentations, reports, documentation and correspondence
- Source office supplies.
- Prepare reports and documentation for meetings and appointments.
- Devise, managing and maintain office databases and filing system
- Assist with other ad-hoc administrative and project requirements as needed
- Collating and filing expenses
- Managing diaries and organizing, schedule and coordinate meetings and appointments, often controlling access to the manager/executive.
- Booking and arranging travel, transport and accommodation.
- Organizing events and conferences
- Take dictation and minutes, Record notes and messages for the manager
- Reminding the manager of important tasks and deadlines
- Implementing and maintaining procedures/administrative systems
- Liaising with staff, suppliers and clients
- Perform other duties and responsibilities that maybe assigned from time to time to support their manager.
- Provide administrative support for HR executives.
- Supervise administrative staff and divide responsibilities to ensure performance.
- Track stocks of office supplies/ equipment and place orders when necessary.
- Overseeing the maintenance of office facilities, and equipment.
- Perform buffet accounting tasks, including invoicing and budget tracking
- Update used spreadsheets.
Job Requirements
- Previous working experience as a Personal Assistant.
- In-depth knowledge of office management systems and procedures.
- Outstanding organizational and time management skills.
- Ability to multitask, work under pressure and prioritize daily workload.
- Excellent communications and interpersonal skills (both oral and written).
- Discretion, reliability, honesty and confidentiality.
- The ability to be proactive problem solver and take the initiative
- Flexibility and adaptability to juggle a range of different tasks and to work extra hours to meet tight deadlines.
- Tact and diplomacy.
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