وصف الوظيفة
Role Overview
Events Secretary at wasl, a hospitality and leisure organization operating premium golf courses, restaurants, and leisure facilities across the UAE.
Company Overview
Viya, part of wasl Hospitality & Leisure, is the UAE's leading golf and hospitality management group. The organization operates a portfolio including Emirates Golf Club, Dubai Creek Golf & Yacht Club, Jumeirah Golf Estates, Yas Links Abu Dhabi, Saadiyat Beach Golf Club, Yas Acres Golf & Country Club, Topgolf Dubai, Tiger Strikes, and recreation brands such as Viya Fit and Viya Padel. Operations are supported by the Viya App, a loyalty-driven platform integrating bookings, rewards, and spendable benefits. Viya is recognized as a guardian of golfing heritage and a leader in modern hospitality, dedicated to innovation, sustainability, and excellence. The organization employs a thriving, multicultural workforce representing over 80 nationalities.
Role Purpose
Provide comprehensive secretarial and administrative support to the Events Department, ensuring smooth operations of event planning, client communications, and departmental coordination while maintaining detailed knowledge of facilities and services to assist clients and internal stakeholders.
Key Responsibilities
Communications & Client Management
- Answer general calls forwarded to the office and attend to events, promotion and outlet information enquiries.
- Attend to special events enquiries and accept reservations.
- Send follow-up emails to clients if confirmation has not been received near the event date to release the reservation or clarify details.
- Coordinate appointments and visits to event spaces and scheduling of events on the calendar.
Administrative & Secretarial Duties
- Perform day-to-day secretarial work including typing, filing, emails, telephone management and distribution of memos, letters, and information.
- Forward external or internal mail to appropriate staff.
- File and retrieve organizational documents, records and reports.
- Coordinate and maintain records of personnel.
- Maintain filing systems, both manual and electronic.
- Generate attendance and time sheet reports for the department.
- Send out the monthly comments card report to all concerned parties.
Event Planning & Coordination
- Check and prepare function requirements in all areas, including menu cards, buffet tags, signage and other event materials.
- Prepare client function sheets accurately and promptly, ensuring details are communicated to all those concerned.
- Prepare and modify event contracts as requested.
- Attend to events mis-en-place.
- Work on proposals for event enquiries.
- Propose new ideas to improve the event planning and implementation process.
Meetings & Documentation
- Attend Events meetings and other meetings as requested to record minutes.
- Compile, transcribe and distribute minutes of meetings to all concerned parties.
Facilities & Knowledge Management
- Develop knowledge of Food & Beverage and all facilities, including detailed menu and wine knowledge, size and capacities of function areas and restaurants, in order to advise and assist clients and potential clients.
- Ensure the smooth operation of the Events Department.
- Identify, rectify or report office equipment malfunctions.
Compliance & Professional Development
- Attend training courses as determined by department requirements and business needs, including annual fire, hygiene, health and safety training, in order to keep abreast of current trends and issues and develop skills to offer the highest level of service.
- Demonstrate Topgolf Mission, Vision and Core Values.
- Apply the 4 Service Targets throughout serving internal and external customers.
- Carry out any other duties as required by the Events Department or Operations Manager that falls within the scope and purpose of this position.
Additional Information
- Responsibilities are subject to change according to updated requirements.
- Multicultural workplace with workforce representing over 80 nationalities.