Job Description
To provide administrative and operational support to Head of Regions of Russia/CIS, Central Europe, France, Belgium and Italy in relation to administration and marketing activities ensure effectiveness and efficiency in execution of managed activities.
Duties and Responsibilities
Your main responsibilities in this role include the following:
Preparing all relevant documentation for execution and ensuring processes are followed through end-to-end for the delivery of all projects (including by not limited to: One-Pagers, Direct Agreements, Attask, iProcs, RFPs, Claims, Payments, etc.)
Ensuring effective CRM Management (SimpleView), and continuous update of contacts on the CRM
Ensuring monthly reports are submitted by Overseas Offices and agencies in a timely manner
Ensuring all documentation is submitted in time for agencies to be paid in a timely manner in conjunction with the Finance department upon review and approval of Monthly Reports by HOR
Assisting in the continuous monitoring and evaluating performance of Overseas Offices and/or agencies, and reporting on performance evaluation/recommendations to HOR
Assisting in smooth operations of Overseas Offices and/or agencies by supporting the contractual relationships (e.g. developing new contracts, amending contracts, renewing contracts, canceling contracts, etc.)
Providing all necessary reporting on all activities at the conclusion of each activity (KPIs, outcomes, learnings, etc..), and ensuring findings are factored into future work
Updating budget tracker for every market while monitoring target vs. actual spend; reporting to HOR and SVP
Assisting in preparing and reporting on Region performance to Senior Management, in addition to providing all necessary documentation on all activities (Monthly and on a need-by-need basis as per management meetings and reviews)
Following and ensuring full compliance with all internal processes across all the support functions (Legal, Procurement, Finance, HR, etc.)
Compose, prepare all related correspondence using a range of office software, including email, spreadsheets and databases;
Proofread and disseminate correspondences to the related internal and external parties;
Maintain and dispatch collateral stock, and liaise with rep offices in source markets regarding deliveries of additional stock
Greet visitors the office and ensure boardroom are booed and set up for meetings;
Liaise with freight and courier companies for timely dispatch of collateral;
Schedule; prioritize appointments, ensuring that meetings, deadlines and other duties of the office are carried out seamlessly;
Setting up and manage both electronic and paper filing systems;
File and retrieve corporate documents, records, and reports.
Ensure 360 meetings are coordinated in timely manner and all the meeting points are shared with the meeting attendees and 360 leads post to the meeting.
Ensure that MDR slides are submitted by the relevant department; consolidated and presented to HOR for final submission.
Operational Excellence, including Efficient Execution and Stakeholder Management pertaining to all Market Activities.
Assisting in effective Account Management of all Overseas Office agencies, with clear communication plan and weekly updates (at least once a week)
End-to-end execution of all activities within the OO Business Plan and the Market Plans (where relevant), from planning stage all the way through to post-activity reporting and learnings. Includes but not limited to: road shows, Mega Fams, trade coops, etc.
Coordinating with all the relevant internal and external stakeholders to ensure alignment and smooth execution of all deliverables
Ensure the highest standards of corporate governance in all areas of the business, and that all financial procedures are followed thoroughly.
Reporting, Tracking, and Administrative Duties
Marketing Coordination
Others
Job Requirements
Basic financial management and awareness of corporate governance requirements;
Experience of working across different cultures;
Fluent in English, additional language is an advantage
Proficiency with MS office, especially Outlook, Excel and Power Point
Excellent communications skills with an ability to communicate effectively with a wide variety of stakeholders - locally and internationally, internally and externally
Problem-solving skills;
Time management;
Customer Service;
Able to travel domestically and internationally if required
Bachelor’s degree in Marketing, tourism, Business Administration or any other related field.
Minimum 3 years of experience in Sales or Marketing roles in Hospitality/Tourism Industry
Job Details
Company/Organization: Dubai Tourism
Employment Type: Full-time
Job Location: Dubai, United Arab Emirates
Application Deadline: N/A
