assisstant general manager
Western region municipality
مجموع سنوات الخبرة :6 years, 6 أشهر
Ensure the administrative functions of the General Manager Office run smoothly and efficiently;
Receive queries and explanations, if any, on behalf of the General Manager, and co-ordinate with the concerned personnel in the department to provide necessary clarifications;
Schedule appointments for and on behalf of the General Manager, provide information to callers;
Compose and type correspondences, and perform other administrative tasks as and when required;
Take dictation from the General Manager and compose and type correspondences;
Answer the General Manager’s telephone calls and give information to callers or direct calls to appropriate officials and place outgoing calls for the General Manager;
Record minutes of internal meetings conducted by the General Manager;
Draft letters and official correspondences as per the direction the General Manager;
Prepare the General Manager‘s outgoing mail and send to relevant personnel for dispatch. This includes preparing cover letter as instructed by the General Manager, preparing envelopes, ensuring that the correspondence is addressed to the right addressee and arranging to deliver the correspondence in co-ordination with the relevant member of staff;
File correspondences and other documentation appropriately;
Coordinate with relevant personnel to arrange travel schedules and reservations for the General Manager;
Greet and receive visitors of the General Manager, inform the General Manager and ensure that required attention and hospitality are provided to the visitors;
Perform other tasks related to the administration function as they arise and as delegated by the General Manager;
Implements policies and procedures.
o Report directly to the division manager of Area Planning & Residents Relations.
o Coordinate and serve a liaison between divisions in the resolution of day-to-day administrative issues
o Provide administrative/secretarial support for the division such as answering telephones, assisting visitors and resolving a range of administrative problems and inquiries.
o Operate desktop computer to compose and edit correspondence and memoranda (Arabic/ English) from dictation, verbal direction and from knowledge of policies of established division; prepare, transcribe, compose, type, edit and distribute agendas and minutes of numerous meetings.
o Schedule and coordinate meetings, interviews, appointments, events and other similar activities, which also include travel and lodging arrangements for the division manager
o Responsible for a group of help/information desk assistants and production assistants.
o Assures that the front office staff captures and delivers the proper messages to the walk in client with a focus on the accuracy of answers and efficiency in handling the client through providing a friendly service.
o Ensures smooth walk in and fast card production operation.
o Ensures accuracy and efficiency of data entered in the system.
o Provide staff with training and material needed.
o Implements policies and procedures.
o Fulfil the tasks requirements according to operational performance indicators.
o Data entry and analysis for various surveys run by Abu Dhabi University.
o Data mining, filing, reports formatting and database management.