Executive Assistant- CCCO S Office Orange

Duties and responsibilities

• Compose and prepare memos, correspondences, agreements, reports and other professional documents using automated systems including Microsoft word, Excel and Power Point.
• Assist department teams in the related admin work.
• Attend meetings and provide minutes of meeting, agenda and following on action points.
• Responsible for weekly & monthly reporting, projects filing & documentation.
• Coordinate & manage department events, meetings, travel arrangements, expenses and manage all document workflow.
• Gather collective projects information from all teams of the department
• Manage the filing & record keeping of all employees related documents such as HR, appraisals, headcount, stationary and office supplies, office equipment; new hires or new requests.
• Ensure facilities requests are communicated and implemented for the chief officer and all department teams
• Issue and follow up on domestic and international travel arrangements.
• Plan meeting schedules and events.
• Prioritize and perform a variety of tasks with minimal direction concerning the chief officer and the department teams
• Use specific knowledge of airlines, airports, ground transportation, cities, and accommodations to make thoughtful, well-planned travel arrangements taking into account individual preferences, budget and time constraints .
• Conduct productive internet information searches as needed.
• Handle requests aiming at meeting tight deadlines and rearrange multiple priorities.
• Prepare expense reports, purchase requisitions, process invoices, and track deliverables and payment status order.
• Maintain various office supplies and equipment and assist in special projects as needed .
• Maintain organizational charts, headcount and staffing requisition records from the teams.
• Responsible for ordering and maintaining supplies for department.
• Prepare the departments logistics such as stationary, supplies, equipment, etc.
• Review all documents prior to submission to the department Chief Officer to ensure their accuracy and compliance with company policies and procedures with a necessary brief, if needed.
• Maintain confidentiality with respect to all issues, correspondences and reports.