Personal Assitant
Dubai Airports
Total years of experience :3 years, 10 Months
Updating the calendars of the respective deans highlighting important events related to the schools (Recruitment events, conferences, lectures, meetings, invigilation schedules)
•Arranging for meetings with Program chairs and deans
•Arranging for School advisory board meetings
•Arranging for meetings between Students, and or Faculty.
Customer Service
•Be the first point of contact for the office of the Deans.
•Handling any requests, complaints, etc coming from students or Faculty members with discretion.
•Handling any issues in relation to the schools with other departments such a registration, library, HR, Finance and Student Affairs for the smooth running of the schools.
•Following up with Students, to make sure that their issues/ problems are solved with instructions from the Deans.
Administration
•Attending Meetings and taking minutes.
•Tracking students transcripts whenever requested by the Dean on CAMS system
•Creation and compiling data in relations to the schools of Communication & Media Studies, Schools of Architecture & Interior Design and Schools of Engineering.
•Translating Documents for the Deans in Arabic/ or vice versa whenever requested.
•Guiding students whenever needed to go their respective advisor.
•Receiving all documents needed for approval/ or signature of the Deans
•Writing correspondence, letters on behalf of the Deans.
•Filing documents
•Coordinating with the Admin Assistant of respective schools when necessary.
•Updating operational expenditure costs on navigation system.
Diary Management:
•Scheduling of external client meetings and internal inter-departmental meetings.
•Scheduling of personal appointments
•Scheduling of business lunches
•Liaising with IT department in order to make sure calendar is updated on all devices for the managers. (Phones, iPad etc..)
Travel Arrangements:
•Meetings with various hotels in Dubai to obtain best corporate agreements for the company, also coordinating to find hotels in the GCC area.
Booking of local & international flights for all staff of both companies
•Booking of accommodation & car hire
•Coordination and arranging of visas with hotels and our PRO.
•Organization of travel itinerary for the management and travel allowances.
•Coordinating with Brand Principals & arranging their hotel bookings, airport pick up…etc.
Administration:
•Collation of month end sales figures & compiling them into Management Report
•Creation of an updated contact lists for management.
•Collation of Brand Manager monthly schedules & combining them into Management Reports
•Typing & circulation of internal memos from the General Manager & Group Retail Manager
•Arranging permission letters for sale permission for the stores
•Arranging NOC letters for fit-out Contractors, Etisalat, Mall Management etc. for the stores
•Filing of Lease Agreement & Franchise Agreements, store locations, and mall drawings etc…
•Updating the Trading calendar of each year and sending it to all our stores.
•Translation of documents from English to Arabic when required for the marketing department and others.
•Responsible for giving accounts all Credit card bookings done by our management by end of each month.
•Recharge of Salik online.
•Arranging of all the appraisal meetings by year end, for all managers reporting
Working with several clients (Pharmaceutical, FMCGs, Property, Shipment, Cosmetics etc..), to help them hire suitable candidates for required vacancies.
•Posting vacancies on the AmCham website, Employers’ magazine, our website and Facebook account.
•Evaluating candidates and screening their CVs.
•Conducting Interviews with candidates.
•Identifying and approaching suitable candidates.
•Setting appointments with candidates to meet the clients.
•Following up with clients and candidates till the hiring process is complete
•Participating in employment fairs (such as the American Chamber of Commerce employment fair & MIU Employment Fair).
•Training new employees
Assisting in all the Administration work (correspondence, creating presentations, accumulating data, arranging meetings, translation of documents)
•Secretary of the Board of directors. (Writing and taking minutes, arranging board meetings, presentations & translation).
•Bookkeeping daily transactions on Excel and Pastel Partner software.
•Sending all financial reports to the head office in South Africa.
•Bank reconciliations.
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courses: Courses •Perfect PA Courses Certificate- August 2012