Administrative Assistant Of Chief Information Officer & Training Coordinator To The It Division
Dubai, United Arab Emirates
Take initiative in manager’s absenceMaintain procedures manual to ensure consistent performance of routinesCompose correspondence/reports for own or manager’s signatureArrange essential mail in priority action order Check deadlines on incoming requests and put preliminary work in playProcess replies on own initiative or from manager’s dictation or notesResearch, draft, or abstract reportsHandle all inquiries related to the nature of businessArrange "callbacks" to save timeProvide back-up materials for callbacksMaintain calendar; ascertain which events require top management presenceFix commitments to maximize time efficiency; Allow decision/desk timeAttend management meetings to document and provide the administration point of view to increase the workflow and saving time and effort for more urgent mattersPrepare agenda in advanceArrange meeting facilitiesAct as recording secretary; prepare action minutesAssure discreet handling of all businessScreen to control interruptionsProvide back-up data as neededArrange amenities as neededSchedule visits to protect priority/private tasksArrange travel through internal or outside agentsArrange travel cash in advancePrepare itinerary, trip file, and suppliesPrepare expense report toolsComplete expense reports after tripImprove/tighten storage/retrieval systemUpdate and manage indexUpdate secretarial/clerical desk manual Routinely re-order department supplies Update mail/phone directories Make these available to trainees Handle administrative detail, all projects Study and review department procedures Recommend management action to improve standard operating procedures. Present comparisons on costs, risks, and benefits Develop and test new procedures Take part in any administrative meetings to assure secretarial follow-through Take on requests and inquiries of administrative nature, Prepare and control administrative budgets Responsible for the IT inventory in all CBI Branches