مطلوب MD Personal Assistant لشركه G4S

Job Introduction:
To provide secretarial support to the managing director.
Main Responsibilities:
Controlling and manage diaries effectively.

Coordinating and controlling telephone calls.
Coordinating correspondence (mail, e-mail, faxes) and ensuring appropriate action.
Controlling filing of documentation.
Controlling private arrangements and office related arrangements.
Handling all incoming and outgoing mail/courier services.

Coordinating and arrange all relevant meetings and workshops.
Performing venue inspections where required.
Ensuring smoothness of travel and accommodation arrangements.
Maintaining cost controls where applicable on travel arrangements.
Ensuring that conference facilities, equipment, meals and refreshments adhere to standard.
Compiling presentations as requested using the official company templates.
Checking formatting and spelling of all material to be included in workshop/meetings.
Ensuring distribution of relevant documentation at least one working day prior to workshop/meeting.
Ensuring smoothness of all travel arrangements for meetings/workshops.
Ensuring minutes are typed, authorised by manager and distributed within 4 working days of meeting held.
Typing minutes of meetings and reports.
Distributing minutes and reports to the appropriate people as requested by the manager.
Typing all the letters and documents within required time frame and accurately.
Distributing all incoming faxes to the appropriate people as quickly as possible.
Opening mail to determine who the correspondence is intended for.
Delivering mail to the appropriate person concerned for their attention.
Screening calls that come in to the managers office to ensure that the caller is helped as quickly as possible.
Ensuring compilation of reports as required.