Administrative Secretary
Marcus Evans
Total years of experience :9 years, 0 Months
• Coordination with branch offices in Spain, Lebanon, Pakistan, UK, Canada.
• Diary Management.
• Attending clients and delegates
• Handling telephonic enquiries
• Managing Front Office
• Arranging Travel for Higher Management that includes hotel bookings & Visa Arrangements etc.
• Attending calls taking messages.
• Prioritizing tasks.
• Administration and maintaining office decorum.
• Meeting Deadlines.
• Preparing presentations and generating reports
• Taking meeting minutes
• Preparing circulars, letters, fliers, e-mails required to keep the contacts and vendors informed and to follow up with them from time to time
• Contacting clients, mediators & suppliers
• Also handling the HR and Training related issues for the Staff
• PRO for Government Services
Organizing events with full entertainment itinerary for Clients/ Students
Communicating on the behalf of Academic Dean and Campus Manager
Coordination with branch offices in Boston, Singapore, London and Shanghai
Diary Management
Arranging Travel for Higher Management and Recruitment Team that includes hotel bookings & Visa Arrangements etc.
Arrange meetings and appointments for the Academic Dean and Campus Manager
Administration and maintaining office decorum
Meeting Deadlines
Preparing meeting minutes
Preparing circulars, letters, fliers, e-mails required to keep the contacts and vendors informed and to follow up with them from time to time
Contacting clients, mediators & suppliers
Also handling the HR and Training related issues for the Staff
PRO and only point of Contact for Government related operations i.e. Visas, Access Cards, Lease renewals, Custom Clearances etc
Assisting Student Services, Career Services and Registrar's Departments at the same time
PRO for Government Services
Arrange meetings, prepare agendas and minutes for the Regional Manager
Diary Management
Managing complete travel itinerary for him and rest of the Sales & Marketing Department staff and guests
Booking hotels and arranging visas for RM
Assisting in developing presentations
Handling his confidential documents, contracts, insurances, expenses etc.
Generating weekly and monthly reports for RM and Sales and Marketing Departments
Making Travel Orders and expense summaries
Handling Petty Cash of AED 20, 000 a week
Handling shipment invoices and clearance for him
Arranging Marketing material from Austrian Airlines Head Office in Vienna
Help arranging events with full entertainment itinerary i.e. Annual Gala night and participation in exhibitions
Correspondence on behalf of RM
Arranging Airport pickups and hotel stays for the company clients, staff and guests
Looking after Office Decorum i.e. managing Office Supplies
Supervising a team Office Assistant, Office Boy and Driver
Issuance of internal & external memorandums and circulars
Training Coordination for Sales and Ticketing Staff
Making courtesy calls to the market partners i.e. GSA, Travel Agencies, media contacts etc.
Correspondence on behalf of MD commercial Department
Arranging Travel for MD
Scheduling appointments and preparing agendas for him
Recording meeting minutes
Screening phone calls and sorting mail at priority levels
Assisting him in administration related issues
Maintaining office decorum
Diary Managements
Arranging meetings, agendas and minutes for him
Filing, soft and manual
Assisting regional Sales Department as training coordinator
Handling HR related matters for the region as there was not any other HR staff for the region
Screening before interviews
Arranging and assisting in massive Walk-in interviews
Maintaining office decorum and handling all office supplies
Arranging entertainment events for staff and business partners i.e. Trips, Awards and Gala Nights
Handling the privilege program (loyalty program) for Qatar Airways in that particular region as a Frequent Flier Privilege Coordinator.