Seba Khalil

Agenda management, correspondence and requests for information:

· Handles all telephone calls, e-mails and correspondence; assesses priorities; follows up on them in a timely manner; takes messages; organizes, coordinates and keeps track of agendas/appointments in view of efficient time management and a well-balanced workload.

· Learns the matters the team is handling and understands the group’s priorities.

· Proactively schedules regularly established meetings, e.g. all Staff Meetings, guest speakers, leadership team meetings, etc., well in advance, on an annual basis, to secure time slots and meeting rooms, and in coordination with the team calendar.

· Acts as liaison between the manager and staff; between external/internal contacts; ensures interaction with the management.

Organization of meetings, events and business trips:

· Ensures convening of meetings (internal/off-site); manages logistics (offsite locations, meeting rooms, catering, technical support, tele/video conferences, local transportation).

· Prepares meeting agendas, required information, documents and files; coordinates pre-reads and other meeting preparation materials.

Organizes travel in an efficient and proactive manner, including itinerary management, bookings, etc., with flexibility and adaption in mind as changes may be required.

Document creation and management:

· Develops creative PowerPoint presentations for team meetings and events, and for business presentations.

· Facilitates optimal workflow, utilizes the department’s OneDrive/Teams (Sharepoint) site to store documents and share working drafts with team members.

Budgetary and expenses:

· Ensures policies are respected for travel and team events.

· Creates purchase orders and manages invoicing process.

Prepares expense reports and ensures timely submissions.

Team engagement and network:

· As transversality is key within the evolved organization, actively engages in dialogue with other team members and assistants to ensure optimal and efficient collaboration.

· Provides onboarding support to newcomers.

· Works in close collaboration with team member across locations.

· Plans team building events and individual celebrations.

• Provided guidance and support to junior staff members on daily tasks, projects, and objectives.
• Coordinated with other departments to ensure smooth flow of operations.
• Developed a system for tracking inventory and ordering supplies as needed.
• Monitored employee attendance records, timekeeping, and payroll information.

• Supervised executive calendars while supporting administrative team to facilitate smooth operational flow.
• Prepared research and briefing papers before appointments and presentations to manager specifications.
• Maintained customer confidence and protected operations by keeping information confidential.
• Welcomed and greeted guests and customers, answered inquiries or directed concerns to correct staff.
• Assisted associated departments with clerical and administrative support.
• Trained and mentored junior administrative team members in procedures.
• Helped staff with special projects by setting up schedules and organizing resources.
• Prepared contract drafts, purchase orders and business correspondence for team.
• Performed administrative tasks, document management and report development for inter-departmental use.
• Answered phones and performed clerical office functions to address queries, concerns and issues, escalating complaints to management.
• Managed information on company databases for different organizational activities to track history and safeguard accurate information.

• Composed internal memos and external correspondence for senior management and reviewed all documentation to eliminate errors
• Worked with supervisors and management to maintain status reports and update information for client shipments
• Answered telephone calls to field inquiries from clients, and various other callers seeking information
• Provided administrative services, including phone and email correspondence, making copies and handling incoming and outgoing mail and faxes
• Sorted and distributed office mail and recorded incoming shipments for corporate records
• Processed invoices and expenses using Excel.
• Operated electronic mail systems and coordinated flow of information, internally and with other organizations.
• Created, maintained and entered information into databases.
• Opened, read, route and distributed incoming mail and other materials and answer routine letters.
• Established work procedures and schedules and kept track of daily work of clerical staff.

• Sorted data and proofed source documents for accuracy prior to entry.
• Located and corrected data entry errors with thorough verification methods.
• Stored completed documents in assigned locations.
• Prioritized competing tasks to meet high-volume targets.
• Reviewed source documents to locate and enter data in specific data fields.
• Completed database updates to record required information.
• Worked with coworkers to complete tasks.

• Transferred and directed phone calls, guests and mail to correct staff members
• Managed paper and electronic filing systems by routing various documents, taking messages and managing incoming and outgoing mail
• Managed documents by organizing forms, making photocopies, filing records, preparing correspondence and creating reports
• Produced monthly and weekly reports using advanced
• Excel spreadsheet functions
• Scanned documents and saved in database to keep records of essential organizational information
• Corrected any data entry error to prevent later issues such as duplication or data degradation
• Provided information about available program resources and applicable services
• Coordinated food, clothing and household items for disadvantaged individuals and families
• Volunteered with groups and organizations, including
• UNHCR to help educating homeless children.