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Office Manager/PA to the CEO

Company Name: Confidential Company
Employment Type:Full Time
Location: Sharjah
Experience: 4+ years
Degree: Bachelor
Nationality: Any
No. Of Vacancies:1
Job Description:
should be available whenever the CEO require job related matters.

Below is the job description:-
To organize and supervise all of the administrative activities that facilitates the smooth running of an office.
Experienced administrative professional who is dependable and highly organized with business maturity, discretion, enthusiasm, with a positive attitude.
Organizing meetings
Arranging appointments
Booking transport and accommodation for Exhibitors and Visitors
Arranging business trips
Organizing air tickets, hotels and meetings for Chairman, Board Members & CEO for their overseas trips;
Ordering office stationery
Dealing with correspondence, complaints and queries
Organizing and servicing meetings (producing agendas and taking minutes)
Preparing letters, presentations and reports
Liaising with staff, suppliers and clients
Assisting Sales Department with leasing agreements and sales agency agreements.
Maintaining updates of agents list.
Doing all the Marketing Department leasing contracts.
Assisting H. R. Department, Accounts Department ,Sourcing & Procurements departments with general correspondence.
Arranging ribbon and flowers for all the exhibition opening ceremonies
Arranging air tickets for staff for business trips.
Liaising with Art Department to organize the Eid and New Year greetings cards for CEO every year.
Obtained special hotels rates for the exhibition season.
Obtaining quotations for printing.
Organizing special gifts for VIPs
Coordinating with Travel Agencies to obtain special rates for business trips.
Maintaining all the original copies of the Agents signed contracts and keep updating on regular basis.
Recording weekly executive meeting minutes.
Maintaining various original contracts and agreements.
Daily distribution of mails emails and fax messages to staff.
Maintaining CEO’s contacts list.
Keep filing/document management system for electronic and paper documents organized
Monitor and order office supplies.
Distribute/file all incoming mail.
Meeting and greeting visitors at all levels of seniority
Dealing with incoming email, faxes and post, often corresponding on behalf of the CEO;
Updating the social network site — LinkedIn
Delegating tasks to junior employees
Maintain a safe and secure working environment