ziba ghafar, EXECUTIVE SECRETARY

ziba ghafar

EXECUTIVE SECRETARY

TIME OAK HOTEL & SUITES

Location
United Arab Emirates - Dubai
Education
Bachelor's degree, Business Administration
Experience
9 years, 5 Months

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Work Experience

Total years of experience :9 years, 5 Months

EXECUTIVE SECRETARY at TIME OAK HOTEL & SUITES
  • United Arab Emirates - Dubai
  • My current job since September 2018

*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.

ADMIN at DARWISH BIN AHMED & SONS
  • United Arab Emirates - Abu Dhabi
  • May 2012 to June 2013

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

SECRETARY CUM RECEPTIONIST at REEMAS CONSTRUCTIONS
  • United Arab Emirates - Ras Al Khaimah
  • March 2010 to April 2012

* 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.

TELE-SALES EXECUTIVE at FIRST GULF BANK
  • United Arab Emirates - Abu Dhabi
  • November 2008 to February 2009

Education

Bachelor's degree, Business Administration
  • at Manonmaniam Sundaranar University
  • January 2013

Bachelors of Business Administration

Specialties & Skills

Social Media Marketing
Administration
Communications
FILE MANAGEMENT
GENERAL MANAGEMENT
MANAGEMENT
MEETING FACILITATION
POLICY ANALYSIS
PROBLEM SOLVING
PROCESS ENGINEERING

Languages

Arabic
Beginner
English
Expert
Urdu
Expert
Persian
Expert

Training and Certifications

Certificate of Secretarial & Office Administrator (Training)
Training Institute:
Regional Institute

Hobbies

  • Social Media