Administrative Assistant to VP-Finance

Company Description

The Administrative Assistant is responsible for the smooth running of the Finance Department. She/he performs advanced clerical duties in support of the CFO.

She is responsible for handling inquiries, correspondences and reports, as well as maintenance of daily work of the CFO with filing and organization of the Minutes of Meetings. Also she assists in the typing and copying of requested documents as well as illustrating flowcharts and processes' descriptions, and follow-up with the monitoring and follow-up of pending tasks.

Job Description

Duties & Responsibilities:

• Perform administrative & office support
• Send meeting requests to third parties including employees
• Take full responsibility of the calendar meetings in terms of date, time, agenda, invitee confirmation, etc.
• Prepare materials for meetings as appropriate
• In charge of executive management floor including conference room, tidiness, petty cash, office supplies and stationary
• Coordinate and follow up with different departments & Operations to ensure timely submission of reports
• Screen all documents for CFO's signature
• Follow-up on BCP required actions
• Arrange travel trips, tickets and hotel accommodation. Ascertain proper documentation and correspondence is done after the trip
• Monitor trip expenses reports and ensure they are compliant with existing policies
• Handle VISA requirements, and follow-up on the issuing process

Qualifications

• A university degree or High school graduation with supplemental course work in office procedures, or equivalent combination of training and experience
• 3+ years in secretarial experience
• Must possess competent computing skills and be proficient in the use of word processing and electronic mail programs
• Computer skills: Microsoft Office applications such as Outlook, Word, Excel and PowerPoint
• Fluent in Arabic, French and English
• Good written and oral communication skills
• Sufficient organization abilities to complete job responsibilities within given deadlines and with accurate attention to detail
• Good typing capabilities
• Working knowledge of standard office equipment - personal computer, photocopier, fax…
• Ability to work independently and as part of a team
• Coordination between different units
• Confidentiality