- Purpose of the Job:
To implement good office management system that supports CEO Day today activates in most effective way; Coordinate all duties related CEO office.
- Main duties and responsibilities:
- Assisting the CEO on his daily responsibilities: meetings, appointments, filtering of mails, writing of reports and mails, etc…
- Analyzing and resolving office administrative and procedural problems.
- Organizing own work, coordinating projects, setting priorities, meeting deadlines and following up on assignments with a minimum of direction.
- Make working environment /office and meeting rooms/ convenient and attractive.
- Update his/her professional carrier in discussion with his immediate supervisor
- Perform all activities with in short period of time and cost saving method.
- Providing office administrative support in the areas of procurement, budgeting, report preparation and staff communication.
- Manage CEO priorities including sorting physical and electronic mail addressed to the CEO and flagging those of priority to CEO’s attention.
- Manage the CEO’s calendar and schedules, and assist in prioritizing meetings and assignments, and keep CEO informed.
- Prepare correspondence and memos on behalf of the CEO and dispatch them to the relevant parts as necessary.
- Arrange meetings involving the CEO by sending invitations for meetings on behalf of the CEO and ensuring coordination of facilities and resources required for conducting meetings.
- Book conferences, seminars and events on behalf of the CEO.
- Prepare budget for the CEO’s office.
- Prepare drafts of external communications and reports for the CEO.
- Follow up plan execution issued by the CEO and report progresses.
- Maintain effective filing system by organizing documents and correspondences and ensure their safety.
- Arrange travel, visas and accommodation for the CEO, and when required, travel with the CEO to take notes or dictation at meetings or to provide general assistance during presentations.
- Provide high quality and professional office hospitality to visitors and handle incoming calls on behalf of the CEO.
- Ensure the procurement of stationeries for the CEO’s office.
- Ensure that in office refreshment facility is at its standard and hygiene is well maintained.
- Regularly review local and international newspapers, journals, magazines and other appropriate media and identify and highlight relevant reports and findings to CEO’s attention.
- Perform other duties as assigned by the CEO.