Personal Assistant to Managing Director
Emaar Properties
Total years of experience :21 years, 10 Months
• Provide general secretarial / administration support to the Managing Director, particularly those of a sensitive or extremely confidential nature which involves writing and editing correspondence.
• Organizing external / internal meetings, attending high level meetings, critical management review meetings, analyze discussions and sending reports and updates on a regular basis and also recording the minutes of the meeting for future reference and records.
• Liaising with other staff regulatory authorities, suppliers and different entities in Dubai. Liaison between the Chairman, CEO’s and other senior management offices and key department heads to ensure all communication is open and appropriate action is taken. Also, co-ordinates with various Departments on project and admin related issues and directing mail and instructions of the Director to other staff members for their action.
• Assisting the Managing Director with tasks that requires follow up and keep him informed on the status of the same by regular liaison with different departments/ overseas head office/ country heads for weekly/ monthly reports/ other information requested.
• Assisting the Managing Director on all assignments handled by the MD office, such as CSR requests, Emaar Foundation Management, Complaints System, Mystery Shoppers.
• Update data and contacts of Investors, Partners, customers, consultants, contractors and suppliers on a regular basis.
• Responsible for answering & screening telephone calls & face to face enquiries in a professional and timely manner; take accurate messages with a high degree of professionalism and courtesy, Coordinate and schedule appointments as needed, ensuring all parties are kept abreast in case of any changes.
• Arrange for and schedule appointments for the MD including press enquiries for interviews, photo sessions, prospective overseas business partners, investors, high level candidate interviews. And ensure that all relevant information/material is available prior to the MD attending such meetings.
• Writing memos, recommendations, evaluations and presentations using power point and other tools as necessary.
• Maintaining and enhancing the working environment of the department.
• Carrying out routine administrative duties like scanning documents, Establish and maintain filing system for all projects for reference and efficient office operation. Update correspondence and other records.
• Producing meeting papers, agendas, and facilities for meetings.
• Responsible for stationery acquisition including periodicals and subscriptions.
• Involved in recruitment, budgets & accounts, managing MD office junior staff.
• Support all activities related to office administration including travel arrangements for senior management, Internal and external communication, with a focus towards arranging training, seminars, sales conference, exhibitions, product launching/press conferences, press releases
• Generate, monitor and update channel database, establish constant communication link with the channel partners and help improve support and relationship with them.
• Handle sales enquires & assist the traders in identifying and carrying out the initial follow-up of sales leads.
• Arranging meetings, preparing agendas and taking down and issuing minutes.
• Arrange and follow up mail shots for targeted campaigns.
• Answer and screen all calls in a professional and timely manner, Coordinate and schedule appointments
• Ensuring delivery of all updated information on product usage, maintenance and new releases to Customers.
• Provide outstanding customer service and contribute to sales volume growth; resolve customer questions and concerns as per the company rules and way
• Meet clients to understand their requirements on personal and corporate level for their special events
• Prepare quotations and liaise with the management to be communicated with the customers, negotiating and closing deals
• Deal with Hotels, Corporate offices and individual customers for private events such as weddings, graduation parties, birthdays and baby showers, etc…
• Assist clients with floral and accessory product selection and design floral and plant product based on skill and experience level
• Take an active role in maintaining and developing existing and new client relationships, including following up as needed to ensure complete satisfaction
• Daily set up and break down of store including physical transportation of sidewalk and floral displays
• Responsible for accurate product pricing and loss prevention
• Contribute to the consistent maintenance and refreshment of product merchandising
• Responsible of the design department for all franchise Patchi stores around the word
• Coordinate and manage the opening processes and do the regular follow up on the shops image
• Updating the image of the brand with the latest trend, staff training based to the franchise policy and procedures
• Purchasing for new opening stock from local and international suppliers
• Create new designs for all occasions, wedding planning and organizing
• Attending most of the famous trade show, locally and internationally
• Market study of each country where Patchi is opening a new store
• Develop a division which support the retail operations and franchising as well as sales and marketing expansion
• Events and wedding consultancy and travel
International visits for Patchi stores opening: Malaysia, Singapore, India, Brunei, Pakistan, Kazakhstan, Turkey, Canada, Saudi Arabia, UAE, Syria, Egypt, Oman, Jordan.