Description
Role Profile:
1. Calendar
- Screen appointments for appropriateness and urgency and organize interdepartmental meetings.
- Interact with callers and visitors.
- Organize HOD Calendar given guidelines from him.
- Review and update HOD schedule in and outside the office and arrange common staff/visitors meetings and events.
- Travel Arrangements
- Organize travelling schedule and reservations for HOD
Finalize all needed documents for travelling reservations - both domestic & international
Daily Matters
- Follow-up on urgent items to ensure they are handled in an appropriate time frame.
- Handling incoming/outgoing mails in the form of faxes, letters, and invitations.
- Responsible for office supplies and stationary.
- Organizing and maintaining filing information system
- Keeping a record for actions items and meeting minutes
Handling confidential materials (such as: personal files, merit increase, promotions )
Department Spoc
- Act as contact person for the department with other departments.
- Responsible for organizing the Team Building.
- Ensure that data for all team members are always updated on outlook and system (Reporting Line, Cost Centre, Job Titles ).
- Arrange initial set up for newly hired employees (Phone, Laptop, ID, Seating, etc.)
- Consolidate vacation plan for direct reports regularly for coordination and review the submitted annual leaves requests.
- Plan seating for the Team to ensure new comers has available seats and that teams are seated according to functionality.
- Ensure that all team members have completed their PDs on time.
- Follow up on the missing PDs to ensure 100% completion on the system.
- Updating Distribution Lists on Outlook
Together we can: