Personal Assistant to VP
Qatar Aircraft Catering Company
مجموع سنوات الخبرة :11 years, 6 أشهر
6 Months Contract as Temporary Staff
✓ Directly reports to the VP
✓ Performs various secretarial and administrative duties to support requirements and maintain the department functions smoothly on a daily basis. Handles a wide variety of situations and tasks involving the administrative function of the office. Tactfully handles enquiries and/or refer to appropriate personnel/department.
✓ Manages, coordinates and maintains calendar of appointments, travel arrangements, records of communication (documents, mail) to meet the requirements of the department, to record, filter, disseminate and communicate all incoming and outgoing matters.
✓ Provides business documentation support, including report writing, presentation creation and spreadsheet preparation and distribution of such materials. Compiles reports as directed and ensure that all files are complete and properly maintained.
✓ Independently manages multiple tasks and assigned projects whilst respecting the deadlines and simultaneously ensuring the integrity of all information and data.
✓ Communicates and provides information internally and externally to assist and enable administrative support and effective service to the concerned sections.
✓ Refers routine matters to appropriate person for action and follows up to ensure completion.
✓ Tracks department staff duty travel papers (Airport pass, tickets, hotel and visas).
✓ Establishes a confidential filing system for all correspondence generated to and from the Department, categorizes and maintains manuals, sensitive correspondence and other source material.
✓ Prepares and distributes correspondence, reply to emails and telephone calls.
✓ Performs other related duties, as assigned, for the purpose of ensuring the efficient and effective functioning of the work unit in order to support divisional/Corporate initiatives.
✓ Directly reports to the CEO & Country Manager.
✓ Act as an account manager in the region (Qatar).
✓ Demonstrate researching, planning, and implementing new target market initiatives.
✓ Track, monitor budget, forecast sales targets as well as achieving targeted yearly revenue.
✓ Researching potential new leads and stay updated with the changes in the market and be prepared to seize every change as an opportunity.
✓ Perform sales and marketing activities through different mediums (social media, website, phoning, emailing or meeting in person).
✓ Prepare and maintain companyʼs sales database.
✓ Build and maintain relationships with new and existing clients.
✓ Follow up on all proposals and provide feedback for prospective clients.
✓ Provide weekly sales report on all client contacts
✓ Coordinate sales events and campaigns.
✓ Hold presentations and demonstrations for potential clients.
✓ Demonstrate market study, costing, quotations & proposals.
✓ Prepare all required equipment &materials for the job.
✓ Perform related duties as assigned by CEO & Country Manager
✓Responsible for creating restaurant concepts and ensuring that every
detail of it is followed and well‑implemented.
✓Capture the business goals for the organization and create novel concepts
to support these goals.
✓Conduct an extensive pre‑planning program to pave way for a smooth
execution of a project.
✓Recommends service standards suited to a particular restaurant concept
to provide guests with an overall experience.
✓Coordinate with contractors to ensure the timely provision of deliverables.
✓Spearhead a coordination meeting, with all departments, that will cover all
aspects in running the Project.
✓Help maintain the outletʼs reputation by ensuring that the set standards
are met or exceeded.
✓ Evaluate the organizationʼs service by conducting surveys or do a focus
group discussion.
✓Attend events that will strengthen your network with the community and
with the individuals to whom service is provided to.
✓ Establish a good rapport with all departments, contractors, suppliers.
✓Gather Information - Observe, receive, and obtain information from all
relevant sources.
✓Communicate with peers and provide relevant information to Director of
Operations.
✓Coordinate with people outside the organization, representing the
organization to customers, the public, government, and other external
sources.
✓ Analyze information and evaluate results to choose the best solution and
solve problems.
✓Hold and/or attend, as required, regular meetings for updates and
improvements of the project.
✓Ensure that all activities are carried out honestly, ethically and within the
parameters of local Law.
✓Entertain and assist visitors, dignitaries, VIPʼs and the like in all functions
and activities.
✓Facilitate events by performing food tasting, venue inspection, and others.
✓Performs additional duties as directed by the Head of Projects / Director.
✓Provides administrative and clerical support to MEP General Manager and MEP Tender Manager and entire departments or individuals, including writing correspondence, emailing, handling visitors, routing callers, and answering questions and requests to ensure that services are provided in an effective and efficient manner.
✓Strong working knowledge of office procedures and protocols, and ensuring that the organization policies, rules, and regulations are followed properly.
✓Ensures commitment to discretion and company confidentiality.
✓Assist top executives by scheduling and arranging meetings, appointments, and organize multiple or complex short and long-term calendars.
✓Review, update and maintain a general filing system (hard copy and electronic) for all data shared/variety of files accordingly are accurate (e.g. tender documents, tender addendum, tender circulars, etc.) produced by technical teams, projects, departments or client are stored and backed up and any retention policies are followed to facilitate timely project completion while performing multiple tasks simultaneously.
✓Handle, prioritize and disseminating all outgoing or incoming correspondence (e-mail, memos, letters, agendas, faxes, forms etc.) and other information to all levels of the project team/entire organization and potentially external parties.
✓Undertaking research, gathering information, as well as sorting and categorizing it accordingly.
✓Prepare statistical reports, spreadsheets and presentations accurately and swiftly.
✓Sending request for quotation (RFQ) for all company tender projects specially Electrical RFQ’s to local & international suppliers and vendors to gather quotation.
✓Prepares BOQ drafts (Bill of quantities) with formulas.
✓Assist Tender Team for Pricing Evaluations.
✓Provide support in preparing documentation for tender close-offs.
✓Regularly update certain reports for the executive (staff allocation, RFQ's and Tender Register).
✓Managing and updating Company Registrations.
✓Screening and prioritizing phone calls and emails with professionalism.
✓Responding to the client and customer inquiries on a timely basis and providing a general support with detailed information about the business and working nature of the organization wherever necessary.
✓Submit and reconcile expense reports.
✓Maintain company contact lists, yearly vacation plan, leave application and any HR related request.
✓Maintaining Office Supplies Inventory.
✓Perform other duties from time to time reasonably direct.
✓Provides administrative and clerical support to high-level executives (COO, CEO, MD, Chairman Advisor, Estimation Manager) and entire departments or individuals, including writing correspondence, emailing, handling visitors, routing callers, and answering questions and requests to ensure that services are provided in an effective and efficient manner.
✓Strong working knowledge of office procedures and protocols, and ensuring that the organization policies, rules, and regulations are followed properly.
✓Ensures commitment to discretion and company confidentiality.
Assist top executives by scheduling and arranging meetings, appointments, and organize multiple or complex short and long-term calendars.
✓Arrange manager’s travel schedule, appointments and reservation.
✓Review, update and maintain a general filing system (hard copy and electronic) for all data shared/variety of files accordingly are accurate (e.g. tender documents, tender addendum, tender circulars, etc.) produced by technical teams, projects, departments or client are stored and backed up and any retention policies are followed to facilitate timely project completion while performing multiple tasks simultaneously.
✓Handle, prioritize and disseminating all outgoing or incoming correspondence (e-mail, memos, letters, agendas, faxes, forms etc.) and other information to all levels of the project team/entire organization and potentially external parties.
✓Undertaking research, gathering information, as well as sorting and categorizing it accordingly.
✓Prepares BOQ drafts (Bill of quantities) with formulas.
✓Provide support in preparing documentation for tender close-offs.
✓Regularly update certain reports for the executive (staff allocation, Equipment Allocation, and Tender Register).
✓Managing and updating Company Registrations.
✓Screening and prioritizing phone calls and emails with professionalism.
✓Responding to the client and customer inquiries on a timely basis and providing a general support with detailed information about the business and working nature of the organization wherever necessary.
✓Submit and reconcile expense reports.
✓Maintain company contact lists, yearly vacation plan, leave application and any HR related request.
✓Maintaining Office Supplies Inventory.
✓Perform other duties from time to time reasonably direct.
✓Supporting Provide administrative and clerical support to high-level executives (MD, COO, and all department heads) and entire departments or individuals, including writing correspondence, emailing, handling visitors, routing callers, and answering questions and requests to ensure that services are provided in an effective and efficient manner.
✓Front liner for IFS Group of companies (Integral Food Services WLL (IFS Qatar), Integral Steel Works (ISW), Global Venture Group (GVG), Global Décor, Integral IT Solutions (IITS), Global Food Trading (GFT), Global Hospitality & Restaurant Development (GHRD), & Quinn & McGrath Global WLL (Q&M Global) outside Qatar: Integral Food Services LLC (IFS UAE), & IFS Vending Solutions. Managing 15 retail food brands/franchise & over 30 retail outlets.
✓Preparing LPO's (Local Purchase Orders), IPO's (International Purchase Orders), CPO (Cash Purchase Orders).
✓Observed systematic and follows company procedures, especially in accordance of processing IPO, CPO, & IPO to meet company & suppliers demand.
✓Receiving invoices and statement of accounts with the approval of the concern person.
✓Daily monitor customer's feedback of 15 retail food brands/franchise & over 30 retail outlets via email and reports to the concern Operations Manager.
✓Monitors and updates Head Office Staff monthly Birthday Celebrants, New Head Office Staff, and Company Directory.
✓Act as an Event Decorator for Head Office gatherings, e.g. Birthdays, & Company Get Together Party.
✓Strong working knowledge of office procedures and protocols, and ensuring that the organization policies, rules, and regulations are followed properly.
✓Ensures commitment to discretion and company confidentiality.
✓Assist top executives by scheduling and arranging meetings, appointments, and organize multiple or complex short and long-term calendars.
✓Review, update and maintain a general filing system (hard copy and electronic) for all data shared/variety of files accordingly are accurate, stored and backed up and any retention policies are followed while performing multiple tasks simultaneously.
✓Screening and prioritizing phone calls and emails with professionalism.
✓Responding to the client and customer inquiries on a timely basis and providing a general support with detailed information about the business and working nature of the organization wherever necessary.
✓Maintain company contact lists.
✓Perform other duties from time to time reasonably direct.
✓Greet customers and answer their questions in a friendly, conversational manner.
✓Receive reservations for accommodation from clients, either in person, online or by telephone, fax or email.
✓Take guests' details and allocate their rooms.
✓Talk to transport carriers (such as airlines, bus companies and rental car agencies) to make an confirm travel arrangements for guests.
✓Inform guests of the hotel services and facilities, policies an procedures.
✓Provide tourist information to guests.
✓Take messages for guests.
✓Finalize guests bills and issue receipts upon payment,
✓Maintained company confidentiality safe and secured.
✓Ability to have a marketing strategy at all times.
✓Part of the problem-solving is to anticipate issues before they happen.
✓Ensures that the lobby area is clean, neat an free of clutter.
✓Handles guests queries as well as handling guest complaints and resolve at fastest possible way.
✓Coordinate the cleaning of guests' personnel laundry an other room service deliveries.
✓Follow in-house procedures to help ensure security and safety of guests and employees.
✓Responsible for restocking any brochure or commonly used forms in the front desk area.
Major: Travel and Tours Management Minor: Hotel, Restaurant, Resort Management Major Achievements: ✓ Initiative Award (Hotel Veniz Dec. 21, 2011) ✓ Top 85 Dean's Lister in College of Accountancy and Commerce with an average of 88.72% (2009-2010) Group Class Leader ✓Culinary Arts and Science (food selection, preparation and preservation) ✓Asian Cuisine ✓Food and Beverage Service procedures/ Bar and ✓Beverage Management ✓Banquet, Functions and Catering Service procedures and Management ✓International/ Classical and Western Cuisine
Major Achievement: ✓ Volunteer Catechist Award (2007) Club: ✓One of the Team Leader in Cheerleading Squad ✓One of the Top 15 in Class ✓Higher Section ✓Member of Drama Club ✓Member in TLE Club ✓Volleyball Player