SECRETARY TO GENERAL MANAGER
Damac Properties
Total years of experience :11 years, 4 Months
Duties & Responsibilities:
• Providing PA support at a senior level
• Managing the filing of the GM’s documents
• Organizing and coordinating meetings and travel arrangements
• Looking after the diaries of the GM
• Prioritizing a heavy and diverse workload
• Circulating information and agendas to the team.
• Overseeing staff performance management (Connect staff objectives & annual evaluation)
• Looking after the GM’s system approvals (IPMS / Project Connect / System Connect / CMO Task / Employee Connect / HR Connect / Taleo / Damac Central) and making to coordinate with the concerened staff/team for updates and review.
• Acting as a first point of contact: screening phone calls, enquiries and requests, and handling them when appropriate.
• Typing, compiling and preparing reports, presentations and correspondence.
• Schedule, organize meetings and maintain a record of the agenda, minutes and maintain a follow-up of the tasks.
• Take notes and dictation from the boss for drafting the correspondence or executing the work. Either record the dictation and transcribe it later or write it down.
• Keep a record of appointments and ensure that each one is conducted smoothly and on time.
• Follow up for attendance, venue booking, arranging notepads and etc.
• Conduct research for the reporting authority and carry out oral and written communication with staff members as well as clients on the behalf of her boss or department.
• Act as a liaison between the department and her boss. To give an accurate report of the departmental activities to the boss.
• Write, edit and disseminate information through presentations, spreadsheets, letters, mails, minutes of the meetings, memos, itineraries, etc.
• Carry out general office administration duties from time to time.
• Sort all the correspondence, prioritize and label it for the boss.
• Welcomes visitors by greeting them, in person or on the telephone; answering or referring inquiries.
• Assist Managers in day-to-day coordination and management of business operational activities.
• Operate the telephone switchboard, ensuring that calls are handled quickly and efficiently, dealt with at the initial point of contact if possible, or quickly referred to another officer if appropriate.
• Provide a call handling, mail sorting and reception service for tenants and Centre users
• Provide a first point of contact for tenants and users of the Business Centre’s facilities.
• Providing an administrative and clerical support service to tenants of the Business Centre’s.
• Providing a conference room booking service for tenants of the Business Centre’s and outside organizations.
• Create, produce and monitor monthly recharges connected with the Business Centre’s
• Assist with providing viewing of units to prospective tenants
• Liaising directly with Line Manager and Property Services Section of the Council on all tenants’ issues.
• Preparing tenancy contract between the tenant and business center.
• Ensure all legal and other documents needed are complete.
• Raise purchase orders and invoices as required by the Business Centre Supervisor
• Provide administrative support to tenants and users as requested, in accordance with a published portfolio of support services
• Deal with all enquiries relating to the booking of meeting rooms - including the preparation, set up and cleaning up following each appointment.
• Ensure all filing systems are kept up to date with all accurate and relevant information in accordance with relevant legislation, corporate policies and documented Business Centre procedures.
• Maintain and update all relevant literature and procedures for resident tenants and other prospective users, including updating business centre and corporate websites with all relevant information.
• Ensure the provision of a safe working environment for all staff, users and visitors to the Business Centre’s, in accordance with relevant legislation and advice from qualified health and safety professionals.
• Making sure the Business Lounge is complete with the amenities and ensures not to run out with the supplies.
• Support the promotion of the Business Centre’s to a wide range of potential users, in accordance with agreed marketing plans. Provide prospective users of the Centre with a tour of the facilities and clear explanation of all support services available.
• Proficient with Microsoft applications - Word, Excel, PowerPoint, Outlook
• Drafting letters & Emails to clients, candidates & other authorities
• Answering the phone calls diligently
• Maintained files & records
• Maintained client & candidate databases
• Work well as team player or independent
• Preparing company’s client success report at every end of the week and report to the Head to ensure if the growth of the company is accomplishing the mission
• Processing of employee’s visa, health insurance, company licenses, & payments.
• To schedule an advertising campaigns such as SMS, Social Media Ads, Door to Door Distributions
• Graphic Design using Adobe Photoshop & Adobe Illustrator
• Website Development / Design using Wix
• Encoder
• Provided consistent delivery of timely, accurate and courteous service to customers; met and exceeded services standards.
• Operated a personal computers & software in performance of assigned duties.
• Performed different station assigned by the manager
• Responsible in assisting the needs of the member
• Maintain the cleanliness of the office
• Take notes and dictation from the boss for drafting the correspondence or executing the work. Either record the dictation and transcribe it later or write it down.
• Keep a record of appointments and ensure that each one is conducted smoothly and on time.
• Follow up for attendance, venue booking, arranging notepads and etc.
• Conduct research for the reporting authority and carry out oral and written communication with staff members as well as clients on the behalf of her boss or department.
• Act as a liaison between the department and her boss. To give an accurate report of the departmental activities to the boss.
• Write, edit and disseminate information through presentations, spreadsheets, letters, mails, minutes of the meetings, memos, itineraries, etc.
• Schedule, organize meetings and maintain a record of the agenda, minutes and maintain a follow-up of the tasks.
• Carry out general office administration duties from time to time.
• Sort all the correspondence, prioritize and label it for the boss.
• Develop designs and concepts and sample layouts as per esthetic design and layouts principles.
• Develop file conversions and photo enhancements.
• Editing pictures of Japanese houses and buildings within an hour.
• Develop design and identified design issues.
• Create layouts and graphics to illustrate product.
• Operated a personal computer or computers and associated peripherals to produce design work.
• Make sure that the quality of the data is good
• Make sure that the data will finished before 1hour
• Ensure proofing of the artwork and make changes if required before actual printing takes place.
• Perform other tasks as instructed by the project lead from time to time.
• Review illustrations and photographs to present materials, services or products.
• Presents new ideas to team members.
• Maintain and manage files on the system.
• Provide necessary changes in computer operating system and accumulating the records.
• Able to work independently and under pressure.
• Able to do other duties as assigned.
• Take notes and dictation from the boss for drafting the correspondence or executing the work. Either record the dictation and transcribe it later or write it down.
• Keep a record of appointments and ensure that each one is conducted smoothly and on time. Follow up for attendance, venue booking, arranging notepads and etc.
• Conduct research for the reporting authority and carry out oral and written communication with staff members as well as clients on the behalf of her boss or department.
• Act as a liaison between the department and her boss. She will have to give an accurate report of the departmental activities to the boss.
• Write, edit and disseminate information through presentations, spreadsheets, letters, mails, minutes of the meetings, memos, itineraries, etc.
• Schedule, organize meetings and maintain a record of the agenda, minutes and maintain a follow-up of the tasks.
• Carry out general office administration duties from time to time.
• Sort all the correspondence, prioritize and label it for the boss.