PA to the Head of Prep School
Brighton College Dubai
Total years of experience :13 years, 8 Months
Job Description:
• Answer, screen, and forward any incoming phone calls while providing basic information when needed
• Provide office support services in order to ensure efficiency and effectiveness within the School
• Maintain open lines of communication to existing parents to ensure their concerns, complaints and compliments feedback are handled effectively, efficiently and in a timely manner, escalating to relevant PLT members when necessary and scheduling touch base meetings as required.
• Managing the Head of Prep School’s commitments as directed including arranging meetings with parents and staff.
• Support Prep Leadership Team members with parental correspondence
• Attending and producing minutes of meeting for School meetings involving the Head of Prep School as necessary.
• Managing the staff contacts lists
• Supporting in the organisation of College events like parent evenings.
• General secretarial duties: dictation, typing, dealing with correspondence, copying, distributing documents.
• Support the Prep Leadership Team with administrative tasks for the Prep School Development Plan, Self-evaluation Form.
• Lead the coordination and distribution of the weekly Prep School Newsletter.
• Proficiency in Microsoft Office, videoconferencing, email, and calendar management.
• Assist HR in posting job vacancies for teacher's assistants and prep school positions as required by the Prep School, and coordinate interviews with the Head of Prep.
• Any other reasonable management request
Providing confidential clerical and administrative support to the Dean - School of IT. Accountable for coordinating all the activities of the Dean - School of IT office. Schedules meetings and prepares minutes of the meetings, make appointments and manage calendars. Responsible for maintaining and enhancing efficient filing and documentation retrieval systems for the Dean and Leadership team members. Maintaining database, personal and official files of Dean - School of IT contacts. Preparation of IE Report (Institutional Effectiveness of the school required by IRQAOA department). Prepares and coordinates the Faculty Feedback Report with the Dean and the Registrar’s office. Report preparation and submission. (Monthly Report, Semester Planning & Closing reports). Prepares PowerPoint Presentations as per requirement of the Dean - School of IT. Reviews all documents received for the Dean - School of IT signature to ensure compliance with College policies and guidelines. Coordinates and monitors submission of Course Syllabus, Course Files, Course Reports, Course Leader and MOM by faculty members and committee chairs. Assisting other Departments as and when required.
• Booking meeting rooms and conference facilities.
• Handling overall co-ordination of any events/meetings as and when required.
• Managing day to day calendar
• Making travel booking and tour arrangements
• Processing claims and reimbursements
• Managing emails, client correspondence and documentation.
• Ordering of office stationary, maintaining stock and reordering accordingly.
• Making bill payments for DEWA, DU, Etisalat and other service providers
• Supervising and monitoring cleanliness of the office.
• Coordinating with overseas branches of the office.
• Negotiating with vendors.
• Maintaining records and data bases.
• Developed a filing system for hard copies and soft copies.
• Coordinated for decorations, furniture and maintenance of the CEO villa.
• Coordinated for renewals of trade license and other legal documents.
Demonstrate, explain the product, suggest selections that meet customers’ requirements. Respond to customer inquiries and orders received via telephone and e-mail. Provides the pricing and stocks availability by sending quotations. Inputting orders, ensuring they are processed according to customer requirements, and ensuring all orders are accurate and delivered on time. Updating and coordinating with the customers about their orders and sending proformas. Review the returns of (delisted, damaged, defective) products from the customers and take necessary action. Interfaces, resolving customer’s concerns or issues. To establish and maintain strong relationship with the established clientele. To maintain positive guest and colleague interactions with good working relationships. To attend and contribute to all training sessions and meetings as required. Manage day to day sales activities, plan and complete the work on time Liaise on daily basis with logistics and warehouse for shipping schedules, shipping modes, ETA, and ETD of both customers and supplier’s orders. To carry out any other reasonable duties and responsibilities as assigned.
• Accurately capture master data of passenger tickets, excess baggage ticket, miscellaneous charges order and flight interruption manifest into rapid.
• Clear exceptions of downloaded documents interfaced into rapid.
• Yield check batch, batch balance and closing.
• Update batch header data accurately from sales reports, load sheets and invoices to ensure that the system correctly compares transaction entries with header information.
• Update transaction details (primary & secondary) accurately from audit and flight coupons to ensure that data in the system is ready for fares and proration processes without the necessity for corrections.
• Responsible for the correction of interface errors in order to accurately transfer interface data from RAPID repository to the live area.
• Ensure that transaction details are accurately updated from audit and flight coupons by capturing the data from the sales reports and flight packets to ensure that the system data is ready for fare and proration processes.
• Maintain up-to-date knowledge through in-house training on latest EK ticketing disciplines in order that tickets with varying conditions are correctly interpreted and updated into RAPID.
• Receives the cargo Sales/ Refunds in the boxes dispatch to us by the client’s.
• Creates batch headers for the airway bills on the basis of sales report summary for all the selling locations as per the agents summary report.
Handles inbound calls.
* Responds to customers call using product knowledge
* Resolves customer questions and issues.
* Works to build customer confidence in the brand.
* When applicable promote opportunities for additional products and services.