Executive Assistant to Group Director - Mixed Use Real Estate
Al Futtaim Group Real Estate
Total years of experience :22 years, 11 Months
- Diary management and meeting arrangements both internal and external clients.
- Arrangement of business travels and detailed itineraries.
- Supporting the Group Director with all documentation preparations and minutes of meeting of various project control group coordination and tracking on a regular basis like minutes of meeting and adhoc presentations.
- Performs general secretarial/administrative duties, which include drafting and typing letters and routine correspondence, updates and maintains all confidential data, monitor incoming and control the outgoing correspondence, records and reference materials and other important documents. Oversee timely approval of documents that will improve the speed of the workflow process.
- Point of contact for all inquiries and coordination within AFGRE in terms of all Mixed Use Real Estate operations and of the Senior Management Team in Retail (Cairo Festival City), Commercial Management and Procurement, Hospitality (Intercontinental Hotel, Crowne Plaza and Holiday Inn Hotel - DFC), Residential and Commercial Property, Project Management
- Prepares presentations for meetings, projects and marketing materials
- Prepares official memos, circulars and correspondences
- Diary management, meeting coordination and preparation of confidential reports
- Monitors and response to e-mails and facsimiles
- Manages office functions to support the Vice President
- Maintains effective relationship with a wide range of people both internal and external
- Takes minutes of the meetings
- Telephone screening and message taking in behalf of the Vice President
General Work:
- Supports to Shopping Mall Manager on work/job as required by Mall Management
- Prepares and maintains all leasing data and reports
- Followed up leasing negotiations and investigations on behalf of Leasing Department
- Liaises regularly with mall management project leasing to ensure coordination of actions relating to leasing matters
- Coordinated meetings for Leasing Managers and clients
- Maintained an organized filing system for all documents and records
- Updates retailers contact list
- Manages Director’s calendar and schedule
- Prepares meetings, meeting materials and taking minutes in various meetings chaired by the Director
- Dealt with confidential documents, emails and meetings, ensuring the strictest confidence is maintained at all times
- Liaises with wide range of people, both internally and externally by email, telephone or in person and dealing with queries as appropriate
- Reads and analyzes incoming memos, submissions, and reports in order to determine their significance and plan their distribution
- Manages and maintains the Director’s document libraries and archives
Job Description:
- Handles VP’s agenda: organize daily tasks, schedule, arrange, coordinate and prepare meetings
- Takes minutes and type memos, letters and emails as requested by the VP and ensure its correct archive
- Ensures completion of regular re-occurring work, e.g. monthly report, weekly meeting, and monthly meeting
- Manages the inbox of VP
- Ensures all outgoing mails, memos, circulars and letters are handled with care and dispatched accordingly on time
- Arranges VP travel matters: air ticketing and hotel booking, filling of travel forms, following up of out of pocket expenses, transmission to the accounting department, etc.
- Maintains and files correspondence in their relevant box file and/or data base files
Job Description:
- Handles meeting arrangements for the EVP (Local and international)
- Diary management, appointment arrangement and ensuring the EVP is well informed of his schedules for the day
- Prepares presentation materials and agenda and taking minutes.
- Organizes conferences for top management
- Organizes international trips including flight and hotel bookings / reservations
- File correspondence, writing letters, email, fax, post, scanning documents
- Drafts emails and letters on behalf of the EVP
- Prepares monthly sales? reports
- Maintains a daily follow up list (Agenda, trace file) to ensure that required actions are taken
- Maintains a comprehensive filing system
- Performs related duties and tasks whenever assigned
Secretarial Functions:
- Secretary/Assistant to the Vice President for Sales & Engineering and Marketing Manager
- Screened and monitored incoming calls and emails
- Answered emails if necessary or as directed
- Prepared Power point presentations during special meetings
- Made travel arrangements, flight and hotel bookings
- Assisted the Marketing Manager in the production of Daikin Alen Newsletter, Product Presentation CD's and other marketing presentation materials, trade exhibits, meetings and press conference and brochure preparations
- Coordinated work for all incentives & promo trips, dealer meetings and other marketing-related events.
Marketing Functions:
- Served as a liaison between the client and Daikin-Alen Air Conditioning, Inc.
- Improved the performance of existing dealers and developed new potential dealers
- Assisted clients from their initial negotiations with their customers and solved problems that arise when the product is installed
- Information networking with regard to market situation/competitors movement.