Executive Secretary
Damac Properties
مجموع سنوات الخبرة :13 years, 7 أشهر
Executive Secretary to Chairman & CEO
Damac Properties LLC
− Diary Management
− Attend meetings of the management team with the Chairman.
− Taking Minutes of Meetings, dictation or type letters and issue/ distribute official correspondences as required in support of Chairman’s workload.
− Maintain the daily tasks and projects for the management team and the Chairman, and follow-up on a frequent basis to ensure the completion of the projects and issues generated.(monday.com)
− Organize efficient channels between the Chairman and departmental managers in collecting information and other key data.
− Make appointments, reservations, receive calls and facilitate the smooth flow of information.
− Maintaining office systems including data management and filing.
− Maintain highest quality standard, follow up system, confidentiality and proactive work whilst ensuring that tasks assigned are completed and deadlines are met.
Providing complex office administrative support to the Senior Management and his direct associates.
− Act as the point of contact between the manager and internal/external clients.
− Independently managing the calendar which includes scheduling/rescheduling meetings.
− Handle confidential and sensitive information in a discreet manner.
− Responsible for booking all travel arrangements, accommodation, visas, medical requirements, planning full itineraries and where necessary arranging travel facilities for the Managers and his direct associates.
− Compiles agendas circulate documents required for meetings and assist General Managers with preparation of presentation materials.
− Maintaining a pleasant work environment by coordinating office activities and operations to secure efficiency and compliance to company policies as well as to build an efficient team of colleagues by providing high levels of organization and communication
Preparation of all necessary correspondence, memos, emails and weekly/monthly reports for senior management i.e. manpower, client summary, petty cash, etc
− Preparing a monthly report and ensuring to submit it on time.
− Monitoring the inventory of stationery, office equipment to ensure that office expenditure is maintained within budgeted levels.
− Overseeing the recruitment of new staff followed by training and induction.
− Develop and maintain effective working relationships and ensure effective and efficient quality service available
Manage, plan and organize daily calendar, including posting same, as appropriate on company calendar and schedules.
− Prepare, edit and distribute itineraries, letters, memos and meeting minutes and keep track of for events and meetings making sure that things are not overlooked.
− Carry out routine office duties, including reception duties for the Line Managers, in a professional manner.
− Prepare Power point presentations including graphs & charts.
− Providing administrative support to the management team and secretarial assistance to the whole group when required.
− Typing and printing out of outgoing & internal correspondences (e.g. business letters, memos, minutes of meeting, reports & other miscellaneous items related to either work or personal) as and when instructed by the concerned Managers; obtaining approval & dispatching accordingly.
− Maintaining a systematic filing system for projects handled by the company and sequential reference for all the correspondences.
− Screen telephone and personal callers.
− Maintaining a centralized clients & suppliers contact details.
− Maintaining files/documents for easy access
− Make and record appointments.
− Operate office equipment’s such as photocopiers; fax machines; etc.