Conduct day-to-day activities while ensuring compliance to policies and procedures
Contribute to the identification of opportunities for continuous improvement of systems, processes in line with leading practices
Establish working relationships with relevant internal stakeholders
Collect feedback from internal stakeholders on issues being faced and other requirements
Contribute to the preparation of progress reports directed to all relevant stakeholders to keep them informed of progress
Ensure phone calls are properly answered and guarantee that callers needs and queries are addressed in a timely manner
Oversee the availability of all office supplies and stationeries for the Direct Manager and maintain cleanliness of Direct Manager's office and space area on a continuous basis
Filter and prioritize events invitations according to importance and availability
Ensure needed data are collected from relevant stakeholders regarding events and conferences organization or participation in order to ensure travel arrangements and required bookings are managed in a timely manner
Manage the development of Direct Manager's meeting calendar and schedule appointments ensuring time optimization and follow-up on all new appointments and obligations to update the schedule accordingly
Oversee preparation of logistics requirements such as room setup, required stationery, and meeting amenities
Monitor the attendance of all required stakeholders during meetings and inform the Direct Manager about any absence or inconvenience, if any, in order to take correspondent measurements when necessary
Review and provide recommendations on all developed responses, ensure incoming correspondences to related office are properly addressed and accordingly provide approval to send the finalized responses to relevant external stakeholders
Oversee internal and external stakeholders requests / formalities requested by the Direct Manager ensuring timeliness and recommend best course of action
Ensure administrative and clerical support is provided in a timely manner including preparation, copying, collation, binding, filing and the distribution of official documents, mails, and other communication
Guide the identification of concerned internal and external committees and define committees purpose and The organization's contribution
Review nomination letter and notify The organization concerned stakeholders of their appointment in internal and external committees
Plan and organize committees meetings and prepare needed logistics requirements
Attend committees meetings and follow up on meeting outcomes, pending matters, and decisions in coordination with concerned stakeholders
Qualifications And Requirements
4+ years of experience in an Administrative Services field
Bachelor's Degree in Administrative Affairs or equivalent is required
