AE - Executive Assistant

Job description

1 - Assisting the GBM:

1. Responsible for GBM Office: Assets, files & documents, mail, faxes, incoming external calls, subsription newsletters, newspapers and magazines.

2. Manages the GBM Outlook Calendar, bookings & reservations.

3. Maintains GBM follow-up file to ensure replies on questions, comments and/or need for discussion/Docs requiring GBM signature.

4. Researches and compiles various facts, data, figures for reports as requested by GBM.

5. May attend meetings under direction of GBM to assist with the administrative details "Minutes"

6. Handling all incoming & outgoing PR gifts & cards, sending & receiving all correspondences related to the same, for VIP Customers, Suppliers & Official Bodies.

7. Typing, printing & stamping the official docs on company letter heads in English and Arabic.

3 - Travel Coordination:

01. Guardian of the T&E Policy: ensure adherence, implementation & use or proper docs & communication.

02. Arranging hotel room bookings for all internal & external NJTC visitors.

03. Arranging hotel venue bookings for meetings, trainings & conferences.

04. Reservations of air tickets for travelling NJTC employees.

05. Coordinate VIP visitors' agendas: hotel reservations, transportation, dining, documentations etc…

4 - Procurement Specialist:

01. Be the company's Purchase Requestor for Management, HR & Finance (all non- Marketing, IT & Finished Goods)

02. Be the main contact with the buyers at NME in the above mentioned areas.

03. Is responsible for managing vendor service contracts and RFP processes, purchase orders, space planning, tracking, move coordination, and new hire space accommodations.

04. Is responsible to maintain vendors' data (data capturing & correction at source), plus all related accounting info

05. Is responsible to follow up on all blocked and parked invoices.

06. Be the company's Goods & Services Receiver in the above mentioned areas.

Ensure strict adherence and compliance on all activities undertaken, including those taking place on trade, to the WHO International Code of Marketing of Breast-Milk substitutes and Nestlé Instructions and local country codes. Ensure as well compliance with Nestlé's strictest requirements that Nestlé marketing and sales personnel will not seek contact with, or give advice to pregnant women, or mothers of infants and young children regarding Infant Formula in their business capacity.