Executive Assistant
Dubai Holding Group
Total years of experience :18 years, 8 Months
To coordinate & support all efforts related to establishing new projects and maintaining historical sites by:
• Monitor Projects Dept. budget, issue pre-authorization, and allocation of budget items.
• Manage daily external correspondences (Contractors, consultants, government departments, …etc)
• Monitor budget to ensure allocation of budget items to activities and projects by creating budget control sheets to ensure accuracy of filing system..
• Manage/Maintain the Dept. filling (Facility management Contract, New & Existing projects).
• Prepare and assist in issuing contracts documents for new projects and maintenance jobs.
• Update and follow up pending issues internally with other Depts and externally with clients.
• Receive Dept./sites correspondence through fax, e-mail and forward it to Dept. Director for comments and send copies to concerned Engineer for required action.
• Draft and type outgoing correspondence in both Arabic and English.
• Create an alarmed set calendar for renewal of all annual contracts to monitor the annual contract expiration dates as well as retention money.
• Arrange/coordinate for Dept. meetings and write minutes and follow up on the agreed actions.
• Update in-house workforce and spare parts sheet.
• Perform other related duties that may be assigned by Director - Projects.
Agency Relations
• Coordinate with the agency to design various periodic or ad hoc promotions, newsletter, point statement, flyers and brochures and get the same approved by the top management.
• Make sure the agency does the entire fulfillment, data categorization, SMS broadcast, templatizing, label generation, collation, insertion, cartage once & emposting to customers without delay.
• Presenting Quarterly reports to the GM (Top 10 products, customers, Shops…. Etc) given by Agency.
• Keep an eye on the call center based in the agency.
Program Marketing & Events
• Be an active member in idea generation to market the loyalty program .
• Be an active member in creating & devising events/workshops/activities in enhancing the program.
• Be an active member in activating cross promotions with relevant external partners to benefit the members as well the program
Retail Relations
• Provide guidance and advice to the retail store staff about the loyalty Program and periodic promotions.
• Co-ordinate between customer/member and sales staff whenever such situations arise with reference to the program
• Visiting shops regularly to ensure that all marketing materials are in place and promotions are displayed accordingly.
Customer Relations
• Manage customers queries (Complaints/Suggestions) received via phone for providing information on products & on Loyalty program (Points & vouchers).
• Interact and develop personal rapport with customers for getting first hand information particularly to enhance & cleansing of database.
Operations Management
• Co-ordinate with all internal as well as external departments & associates be it Finance, MMD, Production and marketing.
• Ensure that stocks are maintained of all the materials needed for the Loyalty program.
• Coordinate with Sales department to get all the materials that we need to send to customers (samples), to send circulars to shops & to get info about our promotions and products.
• Process all the requisitions and the invoices.
• Be an active member in devising & managing the CRM budget.
• Manage customer queries received via - email / on-line/ phone calls for providing information on products promoted and sold by the company through its 13 Retail Stores across UAE.
• Assess; monitor the standards of customer services in all the stores.
• Analyze the customer feedback (English/Arabic) received from all the stores.
• Developed the ability to be caring, warm and courteous to all customers regardless of class, nationality, culture, race or creed so that customers are treated equally without discrimination.
• Provide guidance and advice to retail store staff.
• liaise with - customers, marketing department, buying department
• Process customer feedbacks and prepare statistical reports to ensure Total Customer Satisfaction.
• Provide pre-sales/ post-sales customer support for enhancing sales.
• Ensure Service Level Agreements in the Customer Support Department are strictly followed for both internal and external customer satisfaction.
• Executed daily operations of welcoming the students to the centre.
• Preparation of materials for the opening seasons, and coordinated with students to smooth functioning of the operations of the Centre.
• Provide assistance to the Manager in the entire task at the corporate level.
• Organized and supervised Events, Press Conferences and coordination and follow-up with other departments.
• Developed and managed external communications with Cambridge University in UK.
• Managed student database. Downloaded and uploaded student assignments, timetable and results on the website.
• Prepared, consolidated, reviewed, researched and analyzed various informative, statistical and business analysis & growth trend reports by extracting data from the MIS.
• Followed up with students for balance fees according to the invoices and payment terms.
Accounts section