Events Secretary

About Viya:

Viya is the UAE’s leading golf and hospitality management group, operating a portfolio of championship golf courses, award-winning restaurants, premium leisure and recreation facilities, innovative entertainment concepts, and digital platforms. Since launching Emirates Golf Club in 1988, the region’s first all-grass course, the group has expanded to include 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.

As part of wasl Hospitality & Leisure, Viya is recognised as a guardian of golfing heritage and a leader in modern hospitality. Its operations are underpinned by the Viya App, a loyalty-driven platform that integrates bookings, rewards, and spendable benefits across the portfolio. Dedicated to innovation, sustainability, and excellence, Viya connects communities to extraordinary experiences and continues to shape Dubai and the UAE as global destinations for sport, leisure, and lifestyle.

Main Duties: Subject to change according to the updated Responsibilities

(Job Related Duties)  

1. Answering general calls forwarded to the office and attending to events, promotion and outlet information enquiries.
2. Day-to-day secretarial to include typing, filing, emails, telephone and distribution of memos, letters, information.
3. Checking and preparing the functions requirements in all areas (menu cards, buffet tags, signage, etc)
4. Attend Events meetings or other meetings as requested in order to record minutes. Compile, transcribe and distribute minutes of meeting to all concern.
5. Generating attendance / time sheet report for the department.
6. Forwarding external or internal mail to the appropriate staff.
7. Attending to special events enquiries and accepting reservation. Sending follow up e-mails to clients if we have not received any confirmation nearer to the date regarding the enquiry made so that we could release the reservation.
8. Ensure the smooth operation of the Events Department. Identify, rectify or report office equipment malfunctions.
9. Sending out the monthly comments card report to all concern.

10. To 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/ potential clients as appropriate.
11. Working on proposals for event enquiries.
12. To prepare client function sheets accurately and promptly, ensuring details are communicated to all those concerned.
13. Prepare and modify event contracts as requested. Attending to events mis-en-place.
14. Propose new ideas to improve the event planning and implementation process.
15. Coordinate appointments and visits to see our space, and scheduling of events on the calendar.
16. File and retrieve organizational documents, records and reports. Coordinate and maintain records of personnel. Maintain filing systems (manual and electronic).
17. To attend training courses as determined by the department requirements and the needs of the business, including annual fire, hygiene, health and safety training, in order to keep abreast of currents trends/ issues and develop own level of skills to offer the highest level of service.
18. To carry out any other duties as and when required by the Events Department / Operations Manager that falls under the scope and purpose of this position.
19. To be aware and demonstrate Topgolf Mission, Vision and Core Values. Will be responsible to apply the 4 Service Targets throughout serving internal and external customers.

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Viya is proud to have a thriving, multicultural workforce representing over 80 nationalities, including both Emiratis and expatriates, who bring diverse perspectives, skills, and experiences to our organisation. Our people are at the heart of everything we do, and we foster a culture built on teamwork, passion, and excellence, where every individual is encouraged to grow and contribute to our shared success.