Sunday, 31 August 2014

Personal Assistant to Executive Board - Education Consortium

Job Summary:



The PA to Executive Board provides high quality professional administrative support in all of the below key areas.



Key Responsibilities:



Developing and maintaining knowledge of company by attending and engaging fully in training sessions regarding policies, procedures, and software application usage; studying information provided in a timely manner until mastered; establishing and maintaining competence in all software applications required; developing awareness and basic knowledge of business line products and operations.



Assisting with PR & Marketing and Secretarial team communications by drafting, reviewing and formatting communications (presentations, emails, speeches, reports, spreadsheets); ensuring a consistent and professional communication format is used; distributing reports and action items to the team as appropriate; composing and sending independent responses to emails, when appropriate; fielding incoming correspondence (phone calls, faxes, email); selecting the appropriate communication method based on situation, urgency, and message content; ensuring communication is timely; and maintaining contacts in Outlook and mobile phone directories.



Managing and maintaining Executive Board Members ( XMT) schedule by continually updating Outlook calendar to ensure it is up-to-date and accurate; arranging meetings to maximize managers time efficiency, while balancing business and corporate priorities; determining if XMT should be alerted or meeting should be rescheduled when XMT is running behind; and determining which events require managers presence and which do not.



Supporting operational objectives by contributing information and recommendations to strategic plans and reviews; preparing and completing action plans; implementing production, productivity, quality, and customer-service standards; resolving problems; completing audits; identifying trends; determining system improvements; implementing change.



Contributing to team efficiency and effectiveness by completing various operational tasks; receiving, screening, and directing visitors; entering expense data into budget management system and generating reports upon request of manager.



Leading and managing special or ad hoc projects by identifying ways personal knowledge, skills, abilities and accomplishments can add value; building business plans or proposals to leverage these assets; securing approval to commence work; tracking progress; and institutionalizing successful projects as standard operating procedure.



Managing travel arrangements and expenses by making international and domestic travel arrangements to corporate standards; managing credits, upgrades, and preferences; creating standardized, professional itineraries and calendar notifications; verifying all travel arrangements; managing memberships to airline clubs; maintaining records for mileage and travel reward programs and creating monthly reports; and processing all expense reports, ensuring timely and accurate submission according to expense guidelines.



Completing daily administrative functions to include purchasing equipment and supplies; receiving, screening, and directing visitors to avoid interruptions; attending meetings to take minutes; preparing invoices; processing and approving vendor invoices, including purchase orders; submitting invoices to accounting; maintaining trade publication subscriptions.



Overseeing corporate events, meetings, and working sessions and results by coordinating with facilitators or leaders to plan meeting/event; managing agenda creation and participation standards (preparing standard templates for leaders to populate); ensuring invitee list includes all relevant participants; arranging meeting space, catering, audio-visual equipment and other tools when required; taking minutes during senior meetings; ensuring assigned deliverables and duties emerging from the sessions are known; and tracking completion of deliverables.


Job Details






















Date Posted: 2014-08-31
Job Location: Al Kuwait, Kuwait
Job Role: Secretarial
Company Industry: Education, Training, and Library; Consulting Services; Administration


Preferred Candidate


















Career Level: Mid Career
Nationality: United Arab Emirates; Australia; Bahrain; Canada; Djibouti; Algeria; Egypt; Great Britain (UK); Ireland; Iraq; Jordan; Comoros; Kuwait; Lebanon; Libya; Morocco; Mauritania; New Zealand; Oman; Palestine; Qatar; Saudi Arabia; Sudan; Somalia; Syria; Tunisia; United Kingdom; United States; Yemen
Degree: Bachelor's degree / higher diploma


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Date Posted: August 31, 2014 at 02:58PM

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Personal Assistant to Executive Board - Education Consortium

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