Executive Assistant to MD
Hertz Al Futtaim Motors
Total des années d'expérience :16 years, 7 Mois
-Managing MD`s Diary and all office administration duties
-Supporting the MD in his travel arrangements, this includes booking, flights, car rentals, and hotel and restaurant reservations.
-Arranging Hertz & Automall Quarterly Board meetings, preparing the agenda &related reports plus taking minutes of the board meeting.
-Controlling and supervising the company`s IT assets (like Mobile phones, landlines and laptops allocated to staff)
-Plan and organize internal and external events, meetings, workshops
and trainings.
-Support the senior management in various administrative activities and operational projects
-Network and communicate with other assistants/office managers in Al Futtaim Group
-Maintains Management office supplies inventory by checking stock to determine inventory level; anticipating needed supplies; evaluating new office products; placing and expediting orders for supplies; verifying receipt of supplies.
-Supporting our Marketing Manager in different Marketing and promotional events and campaigns.
- Creating and Designing the filing system for the new hotel
-Documentation, storing and managing files then ensuring the data entry of all office principal contracts and correspondences into relevant databases.
- Managing all of the GM`s office administration duties
- Manage and maintain the GM`s diary and email account
- Controlling Correspondence, confidential letters and documents.
- Ensuring GM`s busy schedule commitments, papers, travel and accommodation of GM are managed effectively.
- Coordinate travel and accommodation requirements in connection with others and ensure arrangements in place as per the requirements of GM.
- Carrying out research and presenting findings on various areas as assigned by GM
- Preparing meeting requirements, taking minutes and following up on actions.
-Filter general information, queries, phone calls and invitations to the General Manager
-Sorting and distributing incoming mail to areas and staff within the hotel and dispatch outgoing mail
-Writing business letters, correspondence or office memos
-Assisting the General Manager & DOSM in the Hotel branding and marketing operations
-Follow up on hotel`s daily operations and work progress with the designated contractors, sub-contractors and engineers and reporting to head management.
- Handling governmental relations (e.g. DTCM, Civil Defense, Dubai Municipality and RTA), attending meetings on behalf of the GM and following up regarding operational and licensing requirements and procedures.
-Searching for job candidates’ required for different vacancies through the recruitment Job sites, Posting jobs and searching CV’s database.
-Receiving, reviewing and screening applicants, then reporting shortlisted to Hotel Manager.
-Contacting shortlisted candidates and scheduling interviews accordingly.
-Maintains human resources records by recording new hires, transfers, terminations, changes in job classifications, tracking vacation, sick, and personal time.
- Preparing offer letters for new joining staff and coordinating with the company`s PRO regarding Visa requirements/issuance and work permits
Managing the filing, storage and security of documents.
Preparing Official Letters and Correspondence
Providing general administrative support to the REM and staff team.
Ensuring that company’s necessary data and transactions are properly recorded and entered into the database system.
Presenting Daily, Weekly and Monthly reports related to Real Estate, Tourism, Hospitality & Investment sectors
Dealing with incoming and outgoing mail and general emails.
Handled several HR operations and assisted in setting Company`s Policies and procedures related to Filing, Quality, Performance Appraisal and Recruitment.
Responsible of Organizing, booking and preparation of the Meeting room for External and Internal meetings held within the company`s premises.
Minute taking for Board, team meetings and other meetings as required.
Administer the petty cash system and ensure appropriate record keeping.
Assist in matters relating to marketing and publicity for the Company.
Bachelor`s Degree in Hospitality managemnt and Tourism-Lebanese University, Faculty of Tourism and Hospitality Management (2006)