Job Description

Job Summary 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. 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. 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

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