Mail processing:
• Receive daily mail
• Show the mail to the manager
• Directing mail according to jurisdiction
• Photocopy incoming mail according to importance
• Distributing mail to specialized departments
• Save addressed mail for safekeeping
• Recording outgoing mail
• Save a picture of outgoing mail
• Send outgoing mail
Handling telephone calls:
• Preparing a directory of telephones and addresses
• Receive incoming phone calls
• Knowing the caller and the purpose of his call
• Transferring the call to the competent authority
• Making communications to the manager
• Record phone calls and their purpose to the manager
Preparing correspondence:
• Editing written material
• Print the edited material
• Perform an export of outgoing correspondence
• Photocopying the required documents and papers
• Designing the forms required for work
Meetings are organized:
• Booking halls for meetings
• Sending invitations to meeting participants
• Preparing the meeting room
• Receiving participants in the meeting
• Take notes at the meeting
• Distributing meeting papers
Organizing the appointments of the General Manager:
• Recording visitor data
• Present the agenda to the manager
• Preparing data for the manager
Travel arrangement:
• Collect travel-related data
• Making the necessary reservations and following them up
• Prepare a travel file
• Inform the host of the manager’s arrival time
• Cancel the visit according to the director’s request
Organization of administration archives:
• Prepare a suitable place to store data
• Classification of archives
• Archive encoding
• Indexing of archives
• Destroy unused archives
• Bring files when requested
Follow up on management work:
• Identify topics that need follow-up
• View the follow-up file on a daily basis
• Take appropriate measures to follow up on the issue
• Save the topic after completion in its own file
Use of computer applications:
• Processing texts and data using Word
• Design a slide show using Power Point
• Create tables using Excel
• Organizing appointments using the Out Look program
• Create management databases using Access
• Designing the organizational structure of the department
• Follow up on all new computer programs
