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Executive Assistant- CCCO'S Office
About the job Executive Assistant- CCCO'S Office
Purpose of the job
Responsible for day-to-day operational management of all activities to perform full clerical, administrative and general office duties through providing administrative support to the chief officer and department teams.
Duties and responsibilities
- Compose and prepare memos, correspondences, agreements, reports and other professional documents using automated systems including Microsoft word, Excel and Power Point.
- Assist department teams in the related admin work.
- Attend meetings and provide minutes of meeting, agenda and following on action points.
- Responsible for weekly & monthly reporting, projects filing & documentation.
- Coordinate & manage department events, meetings, travel arrangements, expenses and manage all document workflow.
- Gather collective projects information from all teams of the department
- Manage the filing & record keeping of all employees related documents such as HR, appraisals, headcount, stationary and office supplies, office equipment; new hires or new requests.
- Ensure facilities requests are communicated and implemented for the chief officer and all department teams
- Issue and follow up on domestic and international travel arrangements.
- Plan meeting schedules and events.
- Prioritize and perform a variety of tasks with minimal direction concerning the chief officer and the department teams
- Use specific knowledge of airlines, airports, ground transportation, cities, and accommodations to make thoughtful, well-planned travel arrangements taking into account individual preferences, budget and time constraints .
- Conduct productive internet information searches as needed.
- Handle requests aiming at meeting tight deadlines and rearrange multiple priorities.
- Prepare expense reports, purchase requisitions, process invoices, and track deliverables and payment status order.
- Maintain various office supplies and equipment and assist in special projects as needed .
- Maintain organizational charts, headcount and staffing requisition records from the teams.
- Responsible for ordering and maintaining supplies for department.
- Prepare the departments logistics such as stationary, supplies, equipment, etc.
- Review all documents prior to submission to the department Chief Officer to ensure their accuracy and compliance with company policies and procedures with a necessary brief, if needed.
- Maintain confidentiality with respect to all issues, correspondences and reports.
Job specification
Education
- Bachelor degree from a recognized university
- Further studies in business administration is an asset.
Experience
- 1-2 years of experience in administrative tasks.
Skills and abilities
- Excellent writing skills both Arabic and English.
- Good communication and presentation skills.
- Ability to organize, multi-task &meet deadlines.
- Good knowledge of Microsoft Office.
- Ability to work under stress.
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