EXECUTIVE SECRETARY
TIME OAK HOTEL & SUITES
Total years of experience :9 years, 5 Months
*Handling and managing the General Manager's Schedules & Calendar; and arranging meetings as required.
*Keeping General Managers Calendar constantly updated to facilitate appointment and meeting schedules.
*Assembling all night report & preparing dashboard report for the General Manager before the morning briefing starts.
*Handling of guest reviews & feedback in Sondos, Booking.com, Expedia, Agoda & other online portals.
*Taking incoming & placing all outgoing calls promptly and courteously as per the standard procedure.
*Attending and taking minutes of Departmental Head Meetings, Event Meetings, Profit & Loss Meetings etc.
*Preparing Manager's Report as per the scheduled date of submission and presenting it to the General Manager to review before the submission.
*Ensuring all incoming external reports are issued in a timely manner.
*Liases with all management and staff in a spirit of team work to ensure a smooth and efficient administration of the hotel.
*Reminding Department Heads of reports due.
*Preparing, assembling and distributing various reports ad documents as compiled by the General Manager.
*Establishing & maintaining various filing/records/database of business contacts, traces pending items and following up as appropriate.
*Functioning as an administrative link between and among all levels of hotel employees, guests and external contacts to ensure that all parties receive the relevant information.
*Preparing complimentary vouchers as requested by individual departments and business contacts and keeps an updated record in the master file.
*Sending accurate replies to all guest comments and feedback signed and approved by the General Manager
*Preparing the monthly summary report of the guest comments and suggestions and passing the same to HR and Learning & Development Department.
*Working according to the work load and pressure and is available for overtime when required.
*Performing other duties as assigned by the General Manager.
*Attending and contributing to all staffs meeting, Department Heads meeting & hotel training schedules and other related activities.
Working with clients (TransAD, UAE military etc)
Tasks :
* Responsible for organizing and daily maintenance of inventories (both paper and electronically) for timely
retrieval of documentation.
* Greeting visitors and callers, handled their inquiries, and direct them to the appropriate persons according to
their needs.
* Provide a comprehensive secretarial and administrative service including processing of information
* Deal with all administrative duties involved including the organisation and collation of necessary paperwork
associated with the department
* To check email inboxes on a daily basis where require
* Responsibility for placing orders, matching invoices to orders, processing receipts, identifying and resolving
any discrepancies
* • To create and manage databases recording information for audit purposes. To liaise with finance
departments as required
* Serves as the go-to for office inquiries.
* Tracks office supply inventory and approves supply order
* Providing word processing and other office technology support to department personnel
* Composing, proofing, typing, and distributing routine letters, memorandums, reports, spreadsheets,
presentations, and related materials to assure timely routine or answering of correspondence
* Making arrangements for travel for department personnel
* Maintaining calendar of appointments for designated Executive
* Assembling, preparing and distributing materials for meetings to provide all attending with appropriate
information
* Performed a combination of routine and varying administrative functions to implement the office's
administrative programs, policies, and procedures
* Maintained exclusive control over senior leaders' calendars, meetings, and appointments; ensuring senior
leaders were fully briefed before scheduled meetings and ensuring calendars were accurate and up-to-date
* Monitored and determined appropriate action for all incoming correspondence, phone calls, and visitors;
reads and reviews all outgoing correspondence for procedural and grammatical accuracy and conformance
to policies
* Providing assistance to other departments within the organization where required.
Bachelors of Business Administration