Executive Secretary
Intercat Hospitality LLC
مجموع سنوات الخبرة :16 years, 4 أشهر
Responsible for providing secretarial, clerical and administrative support to the CEO, Chairman and Group Chief Finance Officer in an effective and efficient manner.
Generally the first point of contact for the CEO, Chairman and Group Chief Finance Officer from both internal and external enquiries
Replying to correspondence on behalf of executive team and providing directional assistance to other employees within the company
Conserves executive's time by reading, researching, and routing correspondence; drafting letters and documents; collecting and analyzing information; initiating telecommunications
Maintain the general filing system and file all correspondence
Screening of phone calls, meeting and greeting visitors of all seniority, as well as making travel arrangements, such as booking hotels and flights
Type confidential documents on a word-processing system
Maintains executive's appointment schedule by planning and scheduling meetings, conferences, teleconferences, travel and visa processing for their out of the country business meetings (e.g. Schengen Business Visa - Italy)
Handles all the inquiries and registrations with regards to the application of the Dubai driving License
Responsible for registering in the Front Office System and issuing computer generated receipts.
Implements all the rules and regulations of the company with accordance to the Dubai Roads and Transport Authority on the application for Driving license.
Follow-up the status of the applications.
Handles cash.
Gives full information about the services given by the company. (E.g. Class timings, area services, transport, etc.)
Do the back-up services.
Check the documents submitted by applicant who are under other emirates visa (Abu Dhabi, Sharjah, Ajman, Umm Al Quwain, Ras Al Khaima, Fujairah and Al Ain) for the file opening approval.
Responsible for sending the Daily and Monthly Sales Report to the In-charge.
Checking the validity and completeness of the documents submitted.
Handles and resolves whatever minor problems that may occur on the branch/outlet assigned.
Directly report to the manager for any major issues with regards to the branch/outlet assigned.
Provides administrative and clerical support for site jobs with speed and accuracy, perform and maintain daily documentation, filing, typing and data entry.
To manage and maintain referencing, transfer, storage and retrieval of both project and company documents, both electronic and hard copy.
Responsible for data input and filing of incoming drawings; including distribution to appropriate team members.
Issue of external documentation and design information, including organizing, printing, production of transmittals, and final screening of the title box and information.
Receives multi-line calls and directs them to persons-in-charge;
Arranges appointments with clients and would be clients and suppliers with personnel-in-charge
Check for incoming facsimiles and distributes them accordingly
Prepares orientations and referral materials for clients and maintains and updates company contact list records
Maintains and updates accurate filing system, ensuring that records and information are readily accessible to authorized personnel.
Assists in the clerical needs of the sales department.
Perform a variety of administrative and clerical duties necessary to run the organization efficiently.
Plans and schedules meetings and appointments;
Efficiently operates variety of office equipments such as fax machines, photocopier, scanner and telephone system.
Creates presentation, reports on clients’ profile and prepares and process correspondence..
Makes and arranges Hotel and Travel Reservations for the managers and personnel
Prepares Delivery Notes and Sales Invoices.