Executive Secretary to Chairman
DAMAC Properties
Total years of experience :12 years, 6 Months
Executive Assistant to CEO
Job Profile-
• Provide personal and professional support to directors and CEO.
• Organize and coordinate all CEO travel and accommodation arrangements.
• Organize meetings, functions and conferences.
• Set and manage networking plan for the CEO.
• Screening telephone calls, enquiries and requests to CEO, and handling them appropriately.
• Organizing and maintaining diaries and making appointments.
• Record all CEO meetings.
• Organizing and attending meetings and ensuring CEO is well-prepared for meetings.
• Schedules, prepares agenda and meeting materials and types minutes for various meetings.
• Researches and assembles information from a variety of sources for the preparation of reports and correspondence for the CEO.
• Preparing letters, presentations, and reports.
• Greet CEO visitors and provide information as asked.
• Create and maintain relationship with external agencies and suppliers/vendors, and keep all data up to date, vendors like hotels, travel agents…etc.
• Booking transport and accommodation for staff and managers.
• Performs other duties as assigned.
Internal Sales
Job Profile-
• Dealing with External sales team to create the opportunities for potential customer.
• Coordinate with CEO and sales team to manage the sales plan and forecast order.
• Prepare the forecast plan after negotiating with sales team.
• Coordinate between the factories, external sales, and end customer for delivery plan.
• Prepare commercial offers as per clients enquires.
- Providing clear communications on the executive’s behalf both within and outside unit.
- Experience with scheduling, budgeting and payroll.
- Utilized consultative selling techniques throughout complex and multiple-level sales processes. Consistently exceeded sales quota, developed interactive business relationships with senior executives, created and implemented persuasive account strategies for a competitive marketplace, and effectively sold customized electronic products and services.
- Expert at designing and launching powerful business development / sales plans to drive a company to the position of leadership within its respective market and simultaneously achieve corporate goals.
- Well-developed oral and written business communication skills.
- Good listener and motivator with exceptional interpersonal skills.
- Respected team leader.
- Established competence in customer relations.
- Detail-minded with good eye for balance and organization.
- Skilled and creative in resolving problems.
- Understanding finance and budgets.
- Understanding of import/ export requirements.
- Providing administrative support to department Director, as well as facilitating the smooth running of all correspondences received at all time.
- Ensure that the financial project payment ledger is updated at all time.
- Responsible for all incoming and outgoing faxes, email and correspondence pertaining to enquiries and services.
- Ensure quality control of all internal and external documents.
- Maintain electronic and hard copy filing system
- Schedule and coordinate meetings, appointments and travel arrangements for Directors.
- Organizing a Board Meeting, including preparation of the meetings and agenda
- Organizing a conferences (choosing the venue, and setting the ticket price, among other things).
- Take minutes at meetings and Distribute minutes.
- Manage calendar for Managing Director
- Directly report to the Department Director concerning all the documents, (incoming / outgoing) and most especially with sensitive / confidential ones such as Contract Documents and other.
- Keep and organized records / documents of contracts, subcontractors’ agreements, construction drawings and specifications, building permits and licenses, purchase order and project valuation / billing documents.
- Prepares Inter Office memo for the handing over of all the relevant documents /drawings to the project team after the project has been awarded to the company / contractor/consultant.
- Responsible in the transmittal of local Purchase Order (LPO), Enquiries for Quotations, other operation documents such as request letter, minutes of meetings, valuation / billing...etc. to the concern authority (by hand carry, by fax and by email )
- Dealing with Purchase Manager and purchase officer with regards to the material request from different project sites, then follow up the LPO.
- Undertake other duties such as banking, credit control or payroll functions.
- All files duties for the incoming and outgoing letter and emails.
- Prepare projects timesheet.
- Technical Support Skills (Server Backup, Installation, Upgrading, Trouble Shooting, Networks Connection, etc)