Executive Secretary
Movenpick Hotel West Bay Doha
Total years of experience :10 years, 0 Months
• Aided in resolving internal operational and administrative issues, guest complaints, and correspondences
• Supervised the communication and coordinated completion of tasks and reports from the Government, Qatar Tourism, Accor and Owner with the appropriate HODs to successfully meet the stipulated deadline
• Handled and coordinated hotel bookings and reservations of the Executives of Accor, hotel and Owner VIPs.
• Handled communication correspondences between the hotel and external stakeholders
• Smoothly managed bookings, flight and reservations of the GM’s business trips
• Regularly reviewed the Executive Office’s emails to identify tasks and priorities and work on it without delay
• Coordinated the development and completion of internal work plans with the Head of the Departments at the required time
• Monitored online guest feedback/comments and ensured that all comments were properly resolved and replied to
• Attended and prepared minutes of the meeting of the daily HOD briefing for the GM
• Screened incoming calls and distributed to the concerned department for immediate response
• Managed the hotel’s official generic email
• Composed correspondences, rough draft, and reports from verbal instructions
• Assisted during employee committee meetings and gatherings
• Overseeing the general operation of the Executive Office
• Scheduled and prioritize important tasks such as emails, government deadlines, owner’s matters accordingly
• Prepared monthly Owner’s reports
• Monitored online guest feedback/comments and ensured that all comments were properly resolved and replied to
• Planned internal events for the staff
• Handled social media platforms of the hotel
• Designed the hotel restaurant’s menu and flyers
• Screened incoming calls and emails of the RM and the hotel
• Liaised between the RM and hotel mangers/clients
• Composed rough draft from verbal instructions
Handled short-term tenants such as carts and kiosks for the Araneta Center properties (5 properties - Ali Mall, Farmers Plaza, Gateway Mall, Araneta Center Bus Station, LRT Station-Cubao)
• Researched for new concepts and prospect clients
• Handled negotiation and ocular inspection the space for lease
• Monitored the complete documentation and followed up necessary papers for the contract processing
• Monitored contracts for renewal and termination
• Prepared the monthly Statement of Accounts, monitored the tenant’s bills
• Systematic filing of documents and crucial contracts
• handles all internal documents - preparation, routing, faxing, emailing, follow up
• handles incoming documents, sorting and prioritizing e-mails and calls
• handles outgoing documents ensuring high standards is obtained - reviews, dispatches, follows up
• answer telephone enquiries from customers, attend to visitors and assist other staff in the organization with their enquiries
• sets up meetings - company head meetings, ocular inspection, tenant meetings
• prepares Offer Sheets for prospective tenants
• prepares Memorandum of Agreement, Statement of Accounts, Extension/Termination Letters
• encoding in SAP System
• monitors all dispatched papers and necessary papers for tenant's contract
• relieves other duties in case of absence of an officer - meeting, ocular inspection, turnover of space
• files papers and documents
• operates a range of office machines such as photocopiers, computers and faxes