Personal Assistant to Head of Business Development
ENGIE
مجموع سنوات الخبرة :14 years, 2 أشهر
• Organizing travels, arranging hotel bookings, visas, tickets, transportation. Preparing of the travel itinerary. Maintenance of filing and records of various documents (Travel forms, etc.)
• Preparation of travel expense statements, petty cash vouchers, liquidation expense statements
• Organizing meetings
• Managing Outlook calendars and contacts
• Timely distribution of mails, couriers and faxes
• Assisting in compilation of data, formatting of documents, presentations and filling forms
• Scheduling of appointments/ calendars/ meeting rooms on day-to-day basis
• Providing administrative support to the visiting executives from the Assets, project teams or consultants working with the team for limited durations
• Maintaining soft copies of standard templates and formats to facilitate consistent and efficient documentation
Screening the documents required for the Chief of Corporate Services signing
• Arranging daily meetings
• Arranging business trips
• Monitoring daily business schedule
• Screening and transferring incoming calls
• Primary contact for colleagues for any enquiries to the Chief of Corporate Services
• Document support
• Receiving incoming documents and registering resolutions in internal document support system
• Assisting to the Chief of Corporate Services as per his assignments
• Registering all business trips requests for office in Dubai in SAP system
• Monitoring BTRs at the corporate portal
• Assisting departmental time keepers to submit monthly reports with accurate data on time
- Providing support to General Manager and management members
- Organizing company conferences and other special events
- Coordinating internal meetings including minutes taking, agenda preparation
- Managing calls and messages for/from GM
- Office management (flight and hotel bookings, transfers, travel expenses, other needed activities)
- Providing administrative support to members of management team
- Communicating with business partners as necessary
- Preparing and distributing regular reports (weekly, monthly, etc.)
Work closely with the Sales and Marketing team to help maintain the efficient running of the department
Work closely with the other departments within The Academy so that new recruitment and sales leads are followed up promptly
Actively participate in various recruitment activities including school fairs, exhibitions and any official Academy events
Maintain the filing system and database; preparation of forms and contracts
Attend and take minutes at meetings when required and ensure that minutes are issued within five days of the date of the meeting
Attend and contribute to weekly Sales and Marketing meetings to keep up to date on on-going activities
Handle enquiries, conduct show arounds and assist visitors in order to maintain the professional image of The Academy
Assist with the maintenance and logistics related to collateral, promotional materials and marketing gifts
Support with the distribution of the Student Ambassadors tasks, maintain tracking lists and prepare training material for newly assigned Student Ambassadors
Support with the creation and confirmation of itineraries for work experience students, ‘Student For A Day’ programme participants and industry visits
Prepare and coordinate the collaterals for upcoming school fairs, presentations, exhibitions, university visits, etc.
Responsible for the up selling of the facilities and services in the SBU and in Jumeirah.
Handles Cash float and responsible for guest’s payment.
Ensuring at all times that all guest needs and requirements are met and to demonstrate a high and consistent level of organization &
Management.
Communicating & providing feedback at all times with all the related departments & to be constantly proactive in anticipating guest needs and requirements)
Welcoming guests.
Recognizing all repeat and important guests.
Establishing and developing personal guest contact, promoting
feedback, and constantly proactive in anticipating guest needs and
requirements.
Anticipating and meeting guests’ needs and requests, ensuring complete guest satisfaction.
Recognizing all repeat important and VIP guests.
Bearing a full & comprehensive knowledge of the Hotel, including all departments, services, outlets, amenities and functions.
Providing a continual source of help, assistance & information to all guests.
Co-ordinating & liaising with the Butler team, Butler Management, Private Dining, HSK for any guests’ requirements.
Reporting and following up any suite maintenance requirement according to standard procedures.
Supporting & assisting Senior Management.
Building a thorough rapport with all in-house guests and maintaining interaction in order to facilitate guest recognition and obtain specific individual needs, likes and dislikes in order to maintain guest history files.
Maintaining the privacy and ensures security of in-house guests.
Ensuring that all procedures & responsibilities relating to the Greeting/Arrival/Departure procedures are adhered to.
Providing a full cashier services including check out and currency
exchange service.
Responsible for all guest request and ensures that all request are fulfilled by co-ordinated with concerned departments.
Room reservation via phone, e-mail, fax, skype, web-site, walk-in; check-in; check-out; cashering; providing information for guests; booking excursions; supervising housekeeping work; providing smooth hotel running in absence of director; monitoring room division in global booking systems; secretary functions in order to support general director daily routin work.
Providing smooth check-in, check-out process, phone operation, walk-in bookings, providing city information for the guests, daily credit check of in-house guests, cashering.
Bachelor Degree in Hospitality Management