The ideal candidate will provide top-level assistance for high level executives. They should be well-organized and be comfortable scheduling meetings and responding to emails on the executive behalf. Lastly, this individual should be able to draft documents and help the executive with any necessary meeting preparations.
Responsibilities
Writes reports, makes presentations and performs special assignments and projects as necessary.
Intensive follow up upon letter of guarantees, contracts expiry dates, insurance policies, pending matters … etc.
Booking appointments organizes and schedules meetings for the Director.
Coordinates the annual evaluation process of all team.
All tasks & functions are performed accurately and on timely manner.
Managing all office duties on confidential bases.
Provides follow up to customers and initiating departments of all outstanding matters.
Provide administrative and secretarial support duties (e.g. coordinate meetings, type documents, answer phones, file records, copy and scan documents, and order supplies).
Schedule conference rooms and coordinate conference calling number requests.
Preparation of meeting materials (Agenda – Supporting documents.)
Mailings to external parties (reports and letters to Head offices and other reports).
Gather information from files to assist with external communications (Tax information, cost basis information, etc).
Follow up and consult lawyers regarding contracts and agreements.
Follow up with different parties concerning late payments – insurance certificates – contracts requirements.
Flexible to carry out any other responsible duties and responsibilities within the job capability as assigned to meet business demands.
Prepare all required reports on SAP System on time.
Perform PR & PO on SAP.
Responsible of Attendnace system.
Follow up staff evaluation on time.
Filing & Archiving all documentations related for related department.
Answering all calls.
Qualifications
Bachelor degree or equivalent experience
Fluent English
Proficient in Microsoft Office suite
Experience in managing multiple priorities, administrative coordination, and logistics
Well-organized, detail-oriented, ability to multi-task with great follow-up skills
Strong written and verbal communication skills
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