Lizza Jane Dagan

ADMINISTRATION DUTIES:

Business travels for senior management, hotel and flight booking
Event planning and organising corporate events
Liaising with suppliers and subcontractor payment
Meeting with hotel’s account manager and securing hotel corporate accounts
Facilitate the office meeting and conferences room reservations/scheduling.
Prepare and process expense reports, ensuring all receipts and necessary documentation are included and submitted for reimbursement
Assist in completing company’s subscription forms for renewal (QBBF, Construction week etc..)
Human resources assistance, annual leave ticket booking,
Accounts assistance, segregating invoices
Ensure that the office has the necessary supplies, technology, and resources for the GM to perform their duties effectively

SECRETARIAL DUTIES:

Coordinate meetings and communication with clients, vendors, and external partners on behalf of the GMDoing presentation documents for top management meetings.
Maintain and enhance professional relationships, often acting as a liaison between the executive and key stakeholders.
Maintain the confidentiality of sensitive business information and handle executive matters with tact and discretion
Handle inquiries and follow-ups from external parties, ensuring the GM's office maintains a high level of service.
Business travels, hotel and flight booking
Correspondences incoming and outgoing for internal and external stakeholders
Documentation (letters, posts and board reports)
Calendar Management
Taking Minutes of Meeting
Manages GM’s personal requirements (purchasing, pettycash handling etc.)
Oversee petty cash and other smaller operational expenses related to the executive's office or department.
Doing reports for management meeting presentations
Segregate all documents for different branches to ensure proper mailing/transmittals.
Meeting with hotel’s account manager and securing hotel corporate accounts

Carry out in-flight duties as required.
Purchase in-flight cabin service amenities for specific flights as requested by Lead Flight Attendant.
Prepare catering orders within budgetary constraints if requested by Lead Flight Attendant or Director of Operations.
Assist with standard cutlery, chinaware, linen and silverware as assigned by Lead Flight Attendant or Director of Operations.
Create a work environment which is conducive to creating an harmonious cabin service team.
Conduct oneself with discretion, respecting the privacy of the company and the secure and confidential nature of the operation.
All work practices to correlate with Qatar Airways, Core Values and Goals.
Complete all necessary documentation pertaining to the flights at the request of the Lead Flight Attendant.

Managing CEO’s incoming & outgoing correspondence
Schedules Management Meeting
Recording Minutes of Meeting
Filing documents
To provide support to the various departments of Rotana Jet.
To interact with Rotana Jet Clients and staff in a consistently professional manner.
To reflect Rotana Jet company image favourably at all times.
To demonstrate competence, efficiency and excellent interpersonal skills both with clients and colleagues.
Attend to all telephone calls render superb customer service orientation and pleasant responses to clients.
Manage the daily incoming and outgoing mail & courier in a cost effective manner.
Facilitate the office meeting and conferences room reservations/scheduling.
Ensure prompt services on call booking and transfers.
Prepare document transmittal reports & file them appropriately.
Segregate all documents for different branches to ensure proper mailing/transmittals. Monitor and control activities at the reception area such as attendance signing, sending attendance
Ensure orderliness & cleanliness of the front office.

Office Organization and Management
Maintain office supplies and equipment.
Organize office files, both digital and physical.
Manage office space and ensure it runs efficiently.
Set up and maintain schedules for meetings, appointments, and office events.
Update and maintain databases, spreadsheets, and records.
Ensure accuracy in data entry and that confidential information is properly secured.
File documents and manage records in accordance with company policies.
Arrange transportation and hotel reservations.
Preparing presentation with graph and charts for Monthly Review Meeting.
Responsible for update and maintain 100% accurate data for soft copy and hard copy
Providing the data as and when required in hard and soft copy.
Identifying and escalating priority issues
Answering phone professionally
Processing work request, Forms and Update
Provides overall support involving confidentiality and assuring discreet handling of all business.
Establish and maintain calendar, arrange appointments to maximize superior’s time efficiency.
Monitor & Connects International Calls & Faxes required as per request.
Conveys important information’s to the appropriate person (by priority).
Receives and encode incoming faxes and arrange distribution.
Prepares Posts to head office & other offices and arrange sending (courier or other means), receives posts and arrange distribution.
Performs routine office support functions, including word processing and filing.
Dispatches documents for delivery such as drawings, quotations, samples and other submittals through available and permitted comportment.
Advises employees when unusual work situations arise or when new procedures are instituted.
Compose correspondences/reports for own or superior’s signature.
Arrange essential mail in priority action.
Process replies on own initiative or from Superiors’ dictations or notes.
Receiving, forwarding and sending emails (by request).