JOB PURPOSE:
Provide administrative support and coordination for direct manager travel plans, meetings, conferences, and correspondences in addition to managing their business and personal calendars, and any other special projects to enable the direct manager from properly managing their time and achieving their targets.
Qualifications and Education:
- Bachelor's degree of business administration preferably business or finance major.
- Communication and relationship management skills
- Planning and organizing skills, problem solving and details orientation skills
- Analytical skills
- Intrapersonal skills
- Time management
- Project Management
- Commitment and disciplined
- Strong PR skills
Experience:
- 8 - 10 years experience in the field of office management with at least 5 years working with executives Representative
JOB RESPONSIBILITIES:
- In conjunction with the Chief, plan for the whole year calendar based on set targets and activities to ensure proper settings of travel, meetings, conferences, strategic meetings, and committees.
- Handle and coordinate all travel logistics for all business and personal trips requested by the chief in alignment with the set travel budget, to ensure all trips are successful
- Plan and schedule for all internal and external meetings and coordinate with all attendees to effectively manage the Chief time and ensure sustainability of all department operations.
- Attend all meetings to collect, analyze and communicate all meeting minutes with all stakeholders and follow up on assignments to maintain all meetings effectiveness.
- Act as the Chief delegate, to attend meetings on behalf of the Chief with internal and external parties to maximize the ability of the Chief to multitask and manage their priorities.
- Handle VIP meetings logistics whether held at the company premises or externally and represent the chief with guests and visitors to maintain the company image.
- Control the Chief budget in terms of travel, stationary, meetings and any other miscellaneous expenses and ensure it doesn't exceed the set limits.
- Build and sustain positive strong relationships with internal co-workers and managers and external parties, such as: vendors, banks, suppliers, hotels, and travel agencies to facilitate the chief job responsibilities.
- Handle all Chief's personal and business bills payment and issuance on time to avoid delays and penalties.
- Handle Chief's personal and business PR to ensure their connectivity and update with all business-related news and communities to enable effective relationship management.
- Filter and review the Chief's e-mails, reply to inquiries and business e-mails, and prepare business briefings and reporting to support the chief in managing their time more effectively.
- Follow up on projects with stakeholders and subordinates to ensure getting all the work done on time.
- Plan and coordinate direct reports vacations and leaves plans on calendar and on system to maintain availability of required authorizations in order not to hinder operations.
- Act as gate keeper for all issues, requests and conflicts that may arise and need the Chief's input in order to limit or diminish any sort of disturbance or waste of time for the chief to facilitate accomplishing their job effectively.
- File and archive all important files and documents and maintain their confidentiality to enable ease of access and information retrieval.
- Special Projects Management
- Take part and handle company special projects and events as requested in coordination with other Assistants and Chiefs and ensure those projects are completed successfully.
