Executive Secretary
Al Habtoor Motors Co. (L.L.C
مجموع سنوات الخبرة :20 years, 5 أشهر
- Scheduling appointment for the Executive Director and sending calendar invites.
- Organizing travel arrangements including visas, tickets, hotel bookings
and airport transfers.
- Preparing Power Point Presentations for the management meetings.
- Preparing Bank letters for the employees for opening an account, credit card, salary transfer and letter to unblock account, personal assistance loan letter, housing loan, car loan, etc in UAE and other countries.
- Keeping track of the employees who have completed the probationary period and ensuring that the evaluation forms are filled up on time and agreed by the Manager, HOD and the employee.
- Preparing the required letters i.e. Confirmation, increment, extension of probation or termination, based on the decision taken by the management.
- Preparing Experience Certificate depending upon the case of the employee.
- Sending internal transfer email to ensure arrangements are made and records are maintained.
- Preparing internship letters and assisting in preparation of the schedule if required. Issuing certificates on completion of the internship period.
- Scheduling interview as and when required by the Executive Director and getting the documents ready for the interview.
- Preparing NOC letters for business trips or employee personal visits.
- Preparing letters to Dubai Immigration for renewal of the visa of dependent of the employee.
- Preparing letters to Du / Etisalat / ICAD for applying internet connection for the employees at their accommodation.
- Preparing miscellaneous salary certificates for obtaining financial grants, renewal of tenancy contracts, admission of employees’ children, applying for plans from Etisalat or Du.
- Preparing promotion and transfer letters, once the respective forms are filled up and signed by the managers.
- Preparing Organisation Charts as and when required for meetings.
- Arranging to send flowers from the company for occasions like weddings.
- Issuing final clearance emails for employees exiting the company.
- Distribution of the correspondence / mail or documents to the team.
- Assisting the Executive Director and Managers in designing new HR forms.
- Filing important and confidential correspondence of all employees.
- Assisting the HR team as and when required.
- Directly reporting to the COO.
- Scheduling appointments and sending calendar invites.
- Organizing travel arrangements including visas, tickets, hotel bookings and airport transfers.
- Preparing presentations for the weekly Board Meeting at Al Habtoor Head Office.
- Attending and preparing minutes of the meetings and also the action plan.
- Organizing meetings and arranging hotel stay for delegates visiting Dubai.
- Registering and coordinating the programme for the Global Dealer Conference hosted by Bentley UK and Mitsubishi Japan for the COO and Senior Management Team.
- Coordinating the Group Employee Excellence Award Ceremony held every year.
- Efficiently handling day to day business correspondence.
- Coordinating with various departments in the organization such as HR, Marketing, Finance, CRM, etc.
- Preparing the Market Share analysis report for brands like Bentley, McLaren, Mitsubishi, JAC and Chery.
- Preparing Local Purchase Orders.
- Any other jobs as required by the COO.
- Directly reporting to the Managing Director.
- Scheduling the day to day appointments of the Managing Director.
- Organizing travel arrangements including visas and tickets.
- Preparing Power Point Presentation for the Board Meetings.
- Booking conference room for Meetings.
- Attending the Weekly Management and Marketing Meetings.
- Preparing and circulating Minutes of the Meetings and follow up on the implementation of the points discussed.
- Efficiently handling day to day business correspondence in the absence of the Managing Director.
- Taking shorthand and drafting letters.
- Assisting the Managing Director and Marketing Team in accumulating data inputs for the Corporate Diary and arranging to deliver them to the clients.
- Receiving business clients at the office and screening incoming calls.
- Filing important and confidential correspondence.
- Arranging for the courier services to deliver the documents to the clients.
- Follow-up with different departments on status of various tasks assigned.
- Directly reporting to the Senior Vice President and providing assistance to the Engineers.
- Efficiently handling day to day business correspondence.
- Maintaining and updating the diary, scheduling the day to day appointment.
- Entering business card data in the system using Card Scan.
- Organizing travel arrangements including visas, tickets and Marhaba, hotel bookings and airport transfers.
- Checking and replying to emails on a daily basis.
- Taking shorthand and drafting letters and screening incoming calls.
- Filing important and confidential correspondence.
- Obtaining permission for carrying out interior fitout work in malls like Deira City Centre, Sharjah City Centre, Wafi Mall, Mall of the Emirates, Bin Hendi Avenue, Ibn Battuta Mall.
- Coordinating with Dubai Duty Free and Department of Civil Aviation to secure airport gate passes for the execution of the individual projects.
- Preparing pre-qualification documents introducing the company.
- Providing assistance to the contracts department in preparation of inquiries, quotations and progress bills for invoicing.
- Maintaining a database of all quotations and work orders.
- Coordinating with the Head Office (Bin Hendi Enterprises) - IT department for solving IT related problems. Finalizing AMC (Annual Maintenance Contract), Renewal of Anti-virus software and Backup software in consultation with the Head Office.
- Taking regular backup of the entire network.
- Handling a team of 14 Surveyors.
- Scheduling appointments for the Project Manager.
- Organizing travel arrangements including booking of tickets (air & railway), visas, foreign exchange and hotel arrangements for the Project Manager & all surveyors in the department.
- Handling communication and other matters in the absence of the Project Manager.
- Preparation of Inspection Release Notes and Inspection reports.
- Providing project related information over DNV Intranet.
- Assisting the Project Manager in preparation of Invoices.
- Following up of Accounts Receivables.
- Co-ordinate with other DNV Units in India (Delhi, Pune, etc) and Overseas (Kuala Lumpur, Singapore, etc)
- Effective handling of correspondence.
- Handling calls and solving queries of the clients
- Handling daily incoming and outgoing correspondence.
- Establishing and maintaining a filing system.