Sr. Executive Secretary cum Sr. Hospitality Coordinator
Aspire Katara Hospitality
Total des années d'expérience :16 years, 4 Mois
As a Hospitality Coordinator, my main responsibilities are as follows: Implementing policies and procedures to ensure high end quality of service across the Cultural Village outlets; Planning and Implementing all aspects of Hospitality operations individually for assigned accounts and as part of a devoted team; Ensuring health and safety regulations are strictly followed during all phases of the projects; Participating in Composition of Tenders; technical and commercial evaluation of bidders' proposals; Contractors awarding and final negotiations; Planning and scheduling projects’ timelines; constantly monitoring and reporting progress of the assigned projects to all stakeholders; tracking project deliverables and following up towards successful completion; managing projects’ resource allocation; implementing and managing project changes to achieve required deliverables; Ensuring tenants' compliance to contractual obligations and liaising with strategic partners towards common goals; Coordinating, directing and supervising all works related to the Set-Up and Fitout of newly established outlets until the opening of such outlets to the public; such role entailed negotiations with the involved parties, continuous planning of the project in hand, coordination between all involved stakeholders, monitoring of required approvals and ensuring compliance with the authorities
Sr. Executive Secretary: Coordinate the schedule of the Managing Director, prioritizing functions and appointments, ensuring that meetings, deadlines presentations and other duties of the executive office are carried out seamlessly. Make travel arrangements for the Managing Director, coordinating flights, accommodations and other itinerary specifics; Preparing various office reports; serve as the liaison between the Managing Director’s office and board members: facilitate communication, plan events, distribute information, draft agendas and schedule meetings and record the minutes; supervise junior level staff, including executive assistants and secretaries; training staffers on internal processes and systems and ensuring all necessary functions are appropriately covered; draft correspondence, speeches, presentations; developing staff and board presentations and annual reports; serve as the Managing Director’s liaison with outside business organizations and industry associations.
In addition to my position as an Executive Secretary, I also acted as a Hospitality Coordinator.
As an Executive Secretary, I was responsible for providing secretarial, clerical and administrative support in order to ensure that services are provided in an effective and efficient manner. Being organized, punctual and effective in my communication skills, both written and verbal are crucial for this position. Required skills: excellent office skills, accurate filing, preparing for meetings, exceptional interpersonal abilities, great business writing and communication skills.
Main responsibilities: Assist in the planning and preparation of meetings, conferences and conference telephone calls; performs a variety of administrative or executive support tasks that are highly confidential and sensitive; research, compile, assimilate, and prepare confidential and sensitive documents, and briefs the Operations Director regarding the content; read and screen incoming correspondence and reports; make preliminary assessment of the importance of materials and organize documents; compose letters and memoranda in response to inquiries; act as liaison between the Operations Director, subordinates or others, by transmitting directives, instructions and assignments and following up on the status of assignments; prepare agenda and collect materials for meetings, speeches, and conferences; take minutes and keep records of proceedings; review, proofread, and edit documents prepared for the Operations Director's signature; make travel arrangements; prepare itineraries; prepare, compile and maintain travel vouchers and records; perform related work as assigned.
Develop, advise on and implement policies relating to the effective use of personnel within an organisation. Ensure that the organisation employs the right balance of staff in terms of skills and experience, and that training and development opportunities are available to employees to enhance their performance and achieve the employer's business aims. Involved in a range of activities such as working practices, recruitment, pay, conditions of employment, negotiation with external work-related agencies, equality and diversity.
Document control tasks; taking care of the office repairs, maintenance (photocopy machines fax machines, LaserJet colour printers), IT assistance (hardware, software e-mails, network issues, IP telephony), by requesting the necessary assistance; handling of all administration and secretarial works of the F&B Department, including monitoring and preparation of attendance sheets, staff leaves, minutes of meetings, guest satisfaction survey report, staff residency requirements and the preparation and distribution of outlet memoranda, policies and procedures.
Organising and monitoring overall activities and follow up on deadlines, assisting in the management of databases, documentation preparing and finalising correspondence, taking minutes and transcribing, making travel and hospitality arrangements.
Type letters and other correspondence, mail out letters, make copies and send faxes, translate documents from English into Romanian and vice versa, greet visitors, set up meetings and appointments for various people in the museum.
Report and write news stories for broadcast, describing the background and detail of events; arrange interviews with people who can provide information about a particular story; research and analyze background information related to stories in order to be able to provide complete and accurate information; gather information about events; investigate breaking news developments.
Principal subjects/Occupational skills covered: Dynamics of the European enlargement, multiculturalism in the contemporary European space
Principal subjects/Occupational skills covered: Journalism, communication, public relations, advertising