Administrative office work and a part of a personal assistant's job.
Keep the office up & running by being well organized and functioning fluidly.
Allow your boss to be more productive during her/his day and help managers to make the best of their time be dealing with secretarial and administrative tasks.
Conserves executive's time by reading, researching, and routing correspondence; drafting letters and documents; collecting and analyzing information; initiating telecommunications.
Maintain executive's appointment schedule by planning and schedule meetings, conferences, teleconferences, and travel arrangements.
Completes projects by assigning work to clerical staff; following up on results
Prepare reports by collecting and analyzing information.
Provide historical reference by developing and utilizing filing and retrieval systems; recording meeting discussions
Secure information by completing data base backups.
Maintain office supplies inventory by checking stock to determine inventory level; anticipating needed supplies; evaluating new office products; placing and expediting orders for supplies; verifying receipt of supplies.
Plan and schedule meetings and appointments as required.
Organize and maintain filing system and records
Maintain executive schedules, organize and attend meetings and record minutes.
Other duties might include completing personal tasks for executives, such as shopping for gifts.
Manage documents by organizing both electronic and paper files.
Help the boss with aspects of his/her personal life, such as:
Plan social functions
Organize Anniversary Dinner, Holiday party or celebration
Arrange the Venue
Compile the guest list and invitations
Arrange valet parking for the event
Keep yourself well informed and organize of all the arrangements
Multitask and stay calm to tackle problems arise at 11th hour.
Should be able to work under pressure and meet deadlines
Mentally mature & energetic
Responsible and proactive approach
Arrange Visas by coordinating Embassies in Islamabad is crucial.
Have good contacts in Embassies to make the job easy.
Prepare Visa Documents
Airline Bookings, Flight arrangements and preferences
Hotel Bookings & Car Rentals
Writing Skills, Reporting Skills, Supply Management, Scheduling, Microsoft Office Skills, Organization, Time Management, Presentation Skills, Equipment Maintenance, Travel Logistics, Verbal Communication.