Job Description

Synopsis
Are you a detail-oriented, organized, and highly efficient individual ready to take on a diverse and rewarding role? Look no further! We have an exciting opportunity for you to become an essential part of our team as an Administrative Assistant/Personal Assistant.
Roles and Responsibilities
General Tasks:

• Provide general secretarial and office support.
• Order flowers and other items as needed.
• Implement and control filing systems.
• Update contact lists for office and staff emergency contacts.
• Manage office groceries and stationery supplies.
• Order letterheads, business cards, and complimentary slips.
• Handle archiving and retrieval of old documents with Metrofile.
• Manage petty cash and prepare monthly reports.
• Handle postal services and collection.
• Plan and organize events, conferences, and functions.
• Perform any additional ad hoc tasks as requested by management.

Job Requirements
Board Meetings:

• Organize and attend all Board Meetings.
• Coordinate meeting logistics, including ordering food and beverages.
• Send calendar invites and agendas to Board members.
• Ensure that Halaal food is organized if the meeting is not held at your premises.
• Prepare the meeting agenda and maintain an attendance register.
• Take detailed minutes at Board meetings.
• Type up the minutes within 48 hours and submit them to the CEO.
• Address action points within 12 hours and report to the CEO.
• Prepare presentations for Board and other meetings as per CEO's guidance.

CEO's Office:

• Manage the CEO's office.
• Maintain the CEO's diary, both manually and electronically.
• Provide necessary office support and book meetings.
• Coordinate travel arrangements for management, including flights, parking, vehicle rental, and accommodation.
• Compare flight prices and present them to the CEO for authorization.
• Book tickets online using the CEO's credit card.
• Arrange vehicle rental, parking, and accommodation.
• Maintain the Glass Bank Register and update it as needed.
• Maintain the Asset & Consumable register and track orders and outstanding items.
• Ensure that all glass bank address changes are updated regularly.
• Write out and place orders with suppliers for equipment and transportation.
• Collect AOR (Acknowledgment of Receipt) for equipment deliveries and keep them for account payments.
• Collate all orders for payment and present them to the accountant on time.
• Prepare and submit monthly call center reports.
• Supervise the Call Center Agent, Receptionist, and Admin Assistant.
• Manage the office cleaning assistant.

Years of experience:

• 7 years of experience in an Administrative Assistant/Personal assistant

Job Reference: TCN01580