Admin Assistant - SC Ops

Perform routine administrative tasks such as drafting correspondence, scheduling appointments, organizing and maintaining paper and electronic files, and assist the Ops. Director in his day to day working. The job also requires helping Ops. Director with various reports and different assignments.

• Update SC Ops Director calendar, maintain scheduling & keep checking of daily activities.
• Schedule conferences, meetings, presentations, for Ops. Director.
• Receive & screen phone calls, visitors, emails, incoming mails, and answer routine questions and furnish information to various internal/ external stakeholders regarding Ops. Director.
• Compose type and distribute meeting notes, routine correspondence, and reports.
• Signing off routine documents by Ops Dir. & coordinating their further signing off from Factory controller/ BU Controller/ CFO/ GM at HO.
• Keep track of documents (CARS/Agreements/ Contracts) & follow up with managers & Admins assistants at plant and HO.
• File medical/T&E/entertainment/ vehicle maintenance & other expenses for Ops. Director/ other HoDs and follow-up with Finance for payment.
• Manage international travel for entire Ops. team including; arrangement of Cash Advance/Visa processing/flight reservation/ hotel/ pick & drop/ letters to Embassies. Complete TRF &T&E reports for all international travel within Ops team.
• Make domestic travel arrangements for Ops. Director, Head of SC & Agro Team. (flight reservation/hotel/pick & drop/ Rent-a-Car)
• Assist foreign visitors in getting their required visa to Pakistan by timely submission of invitation letter/Chambers attestation documents. Also coordinate their stay & travel arrangements within Pakistan. Intimate Admin for Security protocol for all such visitors.
• Compile Monthly Ops Review deck; follow up with HoDs for timely submission. Apart from the above, employee is expected to perform other accountabilities, time to time assigned by the manager. Prepare every month product freshness report & submit before 10th of every month.