Executive Assistant

• Jan 2020 - Present

• Manage the business diaries for designated management Executives, by planning, scheduling meetings, conferences and teleconferences. • Assist with the Executive team’s correspondence and, where appropriate, take action to resolve any issues. • Prepare and collate Executive reports, including proofreading, formatting, graphs and feedback as required. Minute taking and distribution as necessary. • General administrative support to designated Executives, including Word, Excel, PowerPoint, research, expense claims and procurement. • Maintain an up to date electronic and paper-based filing system for the designated Executives. • Action and manage any office hardware issues for Executive e.g. IT or property. • Keep up-to-date with Museum events and operations and continue to build on institutional knowledge. This includes attending operational team meetings. • Provide back up support for other Executives, in the absence of primary EA. • Provide back up support and cover to other Executive Support team members, both with Executives and other administration or project tasks • Special projects as agreed with designated Executives or manager. • Management of assigned administration tasks by assist with daily Reception duties e.g. taxi booking, mail, couriers, phones, and guests. • Assist with training of new Administration staff. • Support the travel booking process for Museum staff. • Assist with occasional Administration systems reviews. Show less

Administrative Officer

• Sep 2019 - Nov 2019

Temporary Executive Assistant

• Jun 2019 - Sep 2019

• Manage the business diaries for designated management Executives, by planning, scheduling meetings, conferences and teleconferences. • Assist with the Executive team’s correspondence and, where appropriate, take action to resolve any issues. • Prepare and collate Executive reports, including proof reading, formatting, graphs and feedback as required. Minute taking and distribution as necessary. • General administrative support to designated Executives, including Word, Excel, PowerPoint, research, expense claims and procurement. • Maintain an up to date electronic and paper-based filing system for the designated Executives. • Action and manage any office hardware issues for Executive e.g. IT or property. • Keep up-to-date with Museum events and operations and continue to build on institutional knowledge. This includes attending operational team meetings. • Provide back up support for other Executives, in the absence of primary EA. • Provide back up support and cover to other Executive Support team members, both with Executives and other administration or project tasks • Special projects as agreed with designated Executives or manager. • Management of assigned administration tasks by assist with daily Reception duties e.g. taxi booking, mail, couriers, phones, and guests. • Assist with training of new Administration staff. • Support the travel booking process for Museum staff. • Assist with occasional Administration systems reviews. Achievements: • Saved around 25% of budget through early event registration, travel bookings and accommodation to 15 staff in preparation to conference attendance and put in place a procedure and recommendation to be carried on in any similar project. • Document distribution innovation approach by placing in/out trays with specific document collection time to ensure documents for the attention of the executive manager's signature, gets collected, signed and returned in timely and accurate manner. Show less

• May 2018 - Jan 2019

• Maintain courses schedules on quarterly basis in cooperation with teacher’s coordinator, then implementing updated schedules in Synergy8.• Forecast expanses and plan tactics to increase income by presenting a complete clear vision to director on balance incomes and expense using an excel sheet tables developed for this purpose.• Bookkeeping of daily expenses such as: petty cash (assisted by receptionist), wages using MYOB, IRD and various invoice payments. • HR administration tasks: contracts modification, follow-up on staff files, assisting the director in recruitment of vacant positions.• Communications management between teacher, their coordinator and centre’s administration then preparing committee meeting agenda to review/discuss highlights.• Supervising front desk performance and customers relationship levels, all inquiries are received and answered promptly.• 3.5% Increase in courses enrolments achieved by managing load balance and coordinating business resources while performing both admin assistant to admin officer roles.• Zero enrolment numbers drop clients achieved by quick and efficient attendance to their comments, gathered through e-mails or regular surveys, related to teaching methods utilised, teachers’ performance, the facility and services in general. • 100% payroll processing and payment accuracy achieved by maintaining detailed notes and planning operations well in advance to overcome any confusion that may affect delaying the processing before its usual deadline. Show less

• Jun 2017 - May 2018

• Maintain and update Synergy 8 with courses offer, follow up and manage students’ enrolment on created courses and put in place a private tuitions schedule.• Updating and preserving general filing system and file all correspondence, confidential records.• Assist with the organisation of group classes’ schedules and in preparation of social and cultural events.• Keeping office supplies inventory, placing orders for stationery and activities requirements, and monitoring their consumption.• Organise repairs and maintenance to office equipment• Responding to incoming calls and public general queries with courtesy and manners. • Increased customer satisfaction level by quickly getting familiarized with the different clients’ demands, this was expressed through e-mails to director, google rating and customer surveys. • Reducing course enrolment time online when suggesting an idea which was implemented by management to overcome the low use of course selector on web-page by clients to enrol.• Augmented enrolment in less attended course by analysing statistics of 2 different past periods which allowed to suggest a plan to make that product more attractive. Show less

Administrative Assistant/PA

• Jun 2011 - Dec 2016

• Using Microsoft Office skills to prepare reports, memos, letters and presentations. Highly adapted to change of means of communication systems (e-mail systems from lotus notes to MS outlook) within the organisation. • Sort incoming and outgoing mail, faxes, and courier deliveries for distribution to appropriate destinations (pigeon box). • Managing calendar for several executive managers and their travel, accommodation, meetings, training, conference calls and video calls. • Organising weekly meeting by ensuring venue arrangement, preparing meeting agenda, supporting material and presentations, this is usually wrapped up by circulating minutes of meeting reviewed by Executive Director after accurate draft. • VIP visits coordinated with different sections. • Handling consumption of office supplies through regular updating supplies office inventory that gives an idea on supplies availability to place a request order when required or coordinating office equipment maintenance. • Update and ensure the accuracy of the organization's databases, by maintain code system and file materials according to the established procedures including backing up electronic files Show less

Administrative Assistant

• Apr 2008 - Jan 2009

• Drafted routine correspondence to respond to enquiries in respect to relevant administrative, financial and personnel matters that includes following up on contractors’ payments and managing files of new buyers of the company’s products, • Arranging financial related files on Microsoft office suite and assist accountant on financial reports as required. • Established a functional filing/archiving system of documents in both electronic and hard-copy format, • Performed any other duties as directed by the supervisor and the company’s chairperson. Show less

Administrative Assistant to the International Transfer Department

• Oct 2006 - Jun 2008

• Responsible for data inputting/monitoring the Transfer Forms created and ensuring the correct swift codes and other related info for the correspondent banks for smooth processing, • Preparing vouchers for the incoming and the outgoing transfers, • Processing incoming/outgoing mail from correspondent banks and customers i.e. receive, take instructions, draft responses, dispatch of circulate/ track of Transfer orders and solving suspended cases, • Assisting the head of department in developing work plan for the department, established/maintained a functional filing system and report malfunctioning equipment. • Performed any other duties as directed by Chief Transfer Department and branch manager. Show less

Managers’ Assistant

• Oct 2007 - Jan 2008

• Provide effective processing of incoming/outgoing mail from clients i.e. receive inquiry, discuss with management for any instructions, draft responses negotiating details on demand in line with management proposals, dispatch/circulate/track of contracts fulfilment and execution, • Monitoring contracts and quotations proposed with prices and material description to have it in-line with verbal negotiation agreements, review correspondences prepared for head of department’s signature and make necessary alternations to ensure high standards of correspondences is maintained. Screen/following up on contracts in action by making sure to follow it up as per set schedule, • Making invoices and follow them up with the buyer on their payment status. • Arranging financial related files on Microsoft office suite and prepare invoices and financial statements, • Code and file financial material according to established records management procedures, • Prepare accurate bank reconciliations and deposits, administer petty cash according to established procedures. Show less