Marketing and Communications Secretary
Al Bustan Rotana Dubai
Total years of experience :11 years, 10 Months
Ensure all outgoing correspondence is typed, proof read and dispatched to the highest possible standard
Compose and prepare routine correspondence and prepare simple interpretation of documents / correspondence if requested
Keep calendar constantly updated to facilitate appointment and meeting schedules
Establish and maintain various filing / records / database of business contacts, trace pending items and follow up as appropriate
Attend meetings, record, write and distribute the minutes and follow up on action items
Identify and maintain a general database of potential sponsors for all events and target specific ones related to each event
Formulate all correspondence related to the sponsorship proposals, negotiations and others
Assist in handling events with the concerned departments within the hotel to make sure that all branding for sponsors is as agreed in contracts
Assist in maintaining an effective working relationship with all members of target media, electronic and print, local, national and international in order to encourage and maximize coverage of all events and promotions
Assist in the production of all promotional material, including gathering of supporting data and collateral material
Take photographs of all internal functions, banquet and conference functions and VIP’s
Updating the rotana.com, rotanatimes.com and creating HTML using CMS(Content Management System)
Provided office support to Sales and Marketing teams who are often out on business
Generate leads, handle phone, fax or email queries and set up meetings for onsite visits
Handled follow up calls, minutes of meetings with clients, drafting and screening of contracts documentation and filing
Responsible in forwarding and receiving of invoice, including releasing of checks to various suppliers
In-charge of documenting company and staff activities especially relating to clients and suppliers
Manage supplier, customer and prospect database systems
Prepared presentations, quotes and all other documents for internal and external purposes
Promote Awareness of brand image internally and externally.
Develop marketing materials and assemble information packages (e.g. brochures, promotional materials maps) for promotional events, property tours and conferences.
Prepare or edit status reports, agendas, conference reports and news releases using word processing, spreadsheet, and database or presentation software.
Respond to all daily general media inquiries or refer to an appropriate spokesperson.
Coordinate on-property visits from media, including reservations, amenities, and special requests and dining.
Integrates the brand at all guest touch points.
Maintain and produce support materials such as photos, press kits and social media assets
Assists in coordinating and staffing photo shoots, interviews and film shoots, some of which require overnight hours / weekend hours
File and update press database, digital library, and press clippings
Administrative functions
Identifying new sales leads
Generate new business with efforts on daily basis by visiting clients
Pitching products and services to clients and achieve targets
Planning and overseeing new marketing initiatives to generate more business revenue
Contacting potential clients via email or phone to establish rapport and set up meetings
Keeps management informed by submitting activity and results reports, such as daily call reports, weekly work plans, and monthly analyses
Coordinated with the production team and provide client's update on the status of their requested job
Issue invoices to customers
Compute cost and percentage of work completed and compiled data for billing reports
Issue monthly customer statements
Update customer files with issued invoices
Process credit memos
Update the customer master file with contact information
Tract exceptions between the shipping log and invoice register
Identify key clients and develop effective client relations to create repeat business
Well verse in MS Office, Word, Excel and Peachtree Accounting System
Check and verify source documents such as invoices, receipts, computer printouts
Allocate and post financial transaction details to subsidiary books
Transfer data to general ledger
Reconcile and balance all accounts
Draw up financial statements (trial balance, income statements, balance sheet)
Collate and analyze account data and generate financial reports
Tract and maintain inventory records
Manage accounts payable and accounts receivable
Prepare checks, payments and bank deposits
Calculate, prepare tax payments and other governments remittances
Assist with audits
Maintain complete filing system to support financial records