Executive Secretary
THRIFTY CAR RENTAL
Total years of experience :12 years, 9 Months
• Provide assistance to Managing Director Providing, the entire departments of the company including retail operations. Ensure proper coordination between different departments with the MD’s office.
• Coordinate the flow on internal & external communication with 100% accuracy on a daily basis
• Execute various administrative tasks, including travel arrangements (Domestic & International), scheduling meetings & appointments, preparation of wide range of confidential reports, presentations, correspondence, memos, minutes and agendas
• Ensure the smooth running of the office on a day-to-day basis; manage office services by ensuring office operations and procedures are organized, filing systems are designed. Improve office efficiency by implementing an electronic filing system which introduced additional time-saving measures; develop and update spreadsheets to track upcoming lease, contract, trade license and permit renewals
• Serve as company’s key point person for mall managements and landlords regarding proposals, lease renewals, lease terminations, tenancy contracts, work permits, sales reports, updating tenant information, etc.
• Responsible in managing and administering company portal accounts such as DCD, Partner Connect, JAFZA, Trakhees, AXS, DIFC, Emaar, DSO, PCFC, etc.
• Monitor all upcoming shop’s fit out & repairs closely working and coordinating with contractors, mall managements and different government authorities and entities such as Dubai Civil Defense, Trakhees, DEWA, DCCA, etc., ensuring the completion of projects on time without any delay with full compliance of requirements and documents.
• Effectively manage the company’s day-to-day purchasing activities; office and pantry supplies, gifts, business cards, calendars, brochures, uniforms and marketing materials. Place orders & corresponded with vendors to facilitate 100% availability of office inventory. Negotiate and agree contracts, monitor the quality of services provided.
• Efficiently administered a variety of accounting activities such as preparing between 10 to 20 purchase orders every month and expense reports
• Prepared a wide variety of recurring and nonrecurring personal and executive correspondence
• Directed calls, regulated e-mails, answered phone calls & routed documents
• Scheduled meetings & appointments for the General Manager and 6 Sales Managers of the company
• Handled meetings with creating the agenda, supplying advanced materials, and writing reports
• Interacted with vendors, contractors and professional services personnel to receive orders, direct activities and communicate instructions
• Created and updated physical records and digital files to maintain current, accurate and compliant documentation
• Acted as liaison between customers and the sales team to ensure a positive experience for customers
• Efficiently coordinated domestic and international travel arrangements, including visa application, booking airfare, hotel and ground transportation
• Prepared a wide variety of recurring and nonrecurring personal and executive correspondence
• Directed calls, regulated e-mails, answered phone calls & routed documents
• Scheduled meetings & appointments for the General Manager and 6 Sales Managers of the company
• Handled meetings with creating the agenda, supplying advanced materials, and writing reports
• Interacted with vendors, contractors and professional services personnel to receive orders, direct activities and communicate instructions
• Created and updated physical records and digital files to maintain current, accurate and compliant documentation
• Acted as liaison between customers and the sales team to ensure a positive experience for customers
• Efficiently coordinated domestic and international travel arrangements, including visa application, booking airfare, hotel and ground transportation