Professional Summary
Determined Senior Executive Assistant with 10+ years of progressive experience supporting top leaders in strategic planning, organization, and management of agendas in alignment with corporate objectives. Strongly committed to service excellence, client satisfaction, and team collaboration. Detail-oriented with extensive experience supporting C- level executives with thrive in fast-paced UAE dynamic organizations of all sizes and across multiple industries.
Technologically-savvy with the proven ability to quickly master new software and systems. Excellent communication and team collaboration skills to deliver complex projects in deadline-driven environments.
Areas of Expertise
- Skilled in ICT packages i.e. Word, Excel, PowerPoint, Visio and Outlook Access. Professional knowledge about ERP, CRM and Oracle system
- Attention to detail, prioritize and manage workload.
- Good knowledge of database systems and clear understanding
- Extremely organized
- Data management
- Report writing & Materials preparation
- Clerical support
- Process implementation
- Interpersonal and written communication
of confidentiality & discreet
Career Accomplishments
? Achieved three consecutive promotions within 2 years with previous security company and Promotion as an Administration Manager
? Supported ‘C’ Level executives- Chairman, Vice-Chairman, CEO, COO, COO and General Managers for 4 business units through personal document management, calendar organisation and collateral preparation for meetings and coordination for all activities.
Professional Experience
? Administrative Supervisor/ Executive Assistant to Chief Operating Officer (COO)
Lamprell Energy Limited- Dubai, UAE Jul’2017
? Assist comprehensive broad range of critical administrative tasks that facilitate the COO to effectively lead the company including:
? Managing an extremely active and complex calendar of appointments
? Raise reimbursement expense and medical reports for COO, raising iTravel request in Oracle and timesheets in ESS
? Keeping a record of attendance and leave for COOs direct reports
? Composing and preparing correspondence and presentations, letters and reports
? Arranging complex and detailed travel plans, itineraries, agendas and compiling documents for travel-related meetings
? Provide a bridge for smooth communication between the senior management and internal departments. Direct communication on behalf of the COO with board members and others when necessary
? To support with projects, proposals, bids, etc. through research, consultation and team-management. Prioritize and follow up on incoming issues and concerns addressed. Determine appropriate course of action, referral, or response. Keep COO well informed of upcoming commitments and responsibilities and follow up appropriately.
? To Prioritize conflicting needs and to handle matters quickly and proactively with discretion
? Arrange meetings and conference calls including all meeting logistics, developing agendas, presentations and meeting materials, transcribing, and distributing notes and minutes of meetings. Support prompt thorough follow up of meetings that the COO has attended
? Manage incoming email, post, expenses, purchase orders and telephone calls for COO as required
? Create, manage and provide analysis for various reports
? Researched for implementation and provided descriptive statistics on current projects to evaluate effectiveness.
? Executive Assistant to Chief Executive Officer (CEO) & Chief Operating Officer
(COO)
Jun’15-Jul’17
Al Khayyat Investments LLC/ Alphamed- Dubai, UAE
? Administration Manager & Executive Assistant to Chairman and Vice-Chairman
Asset Management Services DMCC- Oil & Gas (Project Based 6 months)
? Provided support in the senior management meetings including scheduling, attending and taking notes during meetings for Chairman and Vice-chairman
? Managed an extremely active and complex calendar of appointments for the Board members
? Completed expense reports, arranged travel and composite detailed travel plans, itineraries, agendas and compiled documents for travel-related meetings and personal travel requests for family as and when requested by Chairman.
? Coordinate board meetings and dinners; visa and hotel accommodations for visiting Board members. Process travel reimbursement requests
? Kept a record of attendance and leave for office staff
? To prepare an account of the meetings in the form of a rolling action list entitle and follow up on assigned action items
? Assist as an administrative liaison to the Board of Directors and manages board activities. Develops and maintains board records, minutes and documents
? Maintained discretion and confidentiality in relationships with all board members
? Managed the purchase and ordering stationery, business cards, office equipment as well as supporting in project and development works
? Managed the office driver and the company’s mail and courier and the petty cash
? Liaised with HR Department for staff information, IT department for new joiners’ requirements, talent department to arrange orientation and inductions for new employees. Coordinated with inter-departments for meetings, interviews, travels, requests from employees and with HR for hiring process
? Prioritized tasks according to importance in a fast-paced environment and multi-tasking capability without compromising on quality
? Handled office equipment including multiple lined telephones, printers, photocopy machines and etc.
? Proficient in Microsoft Office Applications, specifically MS Word, Excel, PowerPoint, typing, strong attention to detail and follow through
? Ability to work independently and to handle and manage stress effectively, resourceful and proactive when issues arise
? Support including answering phones, accepting package and other deliveries, lunchtime relief, and greeting and signing in visitors and guests. Provided Reception cover as required
? Maintained office facilities and equipment by assisting with procurement and routine maintenance and upkeep
? Managed the inventory of office supplies, ordering additional supplies as needed and ensuring that costs are appropriately managed
? Planned space allocations, layouts, floor moves and arranging for and supervising building maintenance
? Supported the organization of town halls/Team Talks, key events and high-profile meetings
? Maintained and coordinated with the administrative workflow by studying methods, implementing cost reductions and developing reporting procedures.
? Coordinated with customers, managers, and employees by arranging continuing contacts, researching and developing new services and methods, setting priorities and resolving problem situations.
? Supported the administrative projects by identifying and implementing new technology and resources, redesigning systems, recommending re-deployment of designated resources.
? Any other duties commensurate with the accountabilities of the post
? Executive Secretary to General Manager/ Sales Coordinator & Support Admin
CG Group (HPS Security L.L.C Company) - Dubai, UAE Jan’12-Jun’15
? Made outgoing calls daily to generate leads, answered and managed incoming and outgoing calls, emails, faxes to filter, distribute and handle appropriately to the respective person
? Created daily and weekly leads & follow up with leads and clients.
? Manage sales and listing process in CRM
? Act as a liaison between clients and agent. Managed sales and leasing contracts to close process
? Compiled and distribute weekly/monthly reports to clients
? Attending events in order to generate business leads.
? Day-to-day office operation (answered the telephone, take messages, scheduling appointments, preparing invoice/ receipts, documents and correspondence, mailing newsletters and maintaining electronic and paper filing systems)
? Assisted senior recruiting staff with career fairs and recruiting events and compiled company information and related material and distributed it to a candidate
? Coordinate, schedule and arrange a meeting, travel calendars, including business and social events, including booking airfare, hotel and transportation
? Worked closely with the Sales Team, Engineering and Operations functions to ensure the technical solution is presented accurately in a concise and compelling manner to the customer
? Handled and followed up on renewals of DPS (Department of Protective System) monitoring and maintenance
? Conducted site visit and follow-up site status with the Engineering Department and prepare job orders, Sales orders, issue LPO, invoicing and follow up on payments for clients using ERP and CMS system
? Learned excellent computer skills (ERP, Oracle system and MS office), Document control and Record management. Managed & organized meetings, data collection, extraction and analysis
? Prepared all related reports such as Sales, business travel, monthly sales meeting & internal meeting etc.
? Enquiry collection and entering of main data into data base and follow up with managers on deadlines given.
? Prepared weekly sales meeting, monthly order intake report based on offers due for follow up
? Assist area and sales managers in preparation of submittals.
? Support in organizing exhibitions, seminars and events in coordination with marketing
? Guest Relation Executive Feb’08- Mar’11
Leela Palace Kempinski- Udaipur, Rajasthan-India
? Answered department telephone calls within three rings, using correct salutations and
telephone etiquette
? Processed reservations, registered guests, issued keys and escorted guests to their assigned rooms, including transporting their luggage by coordinating with the concierge.
Additional Experience
? Taj Hotels and Resorts Jun’07- Dec’07
Internship 6 months - Vadodara, Gujarat. India
? Gained essential knowledge of all the major five departments of Hotel
? Planned and executed assigned project.
Educational Background
? Degree in Hospitality Management Jun’05-May’09
Rajasthan University- Jaipur, Rajasthan. India
? Coursework in Hotel management, Business Administration and Communication Management
? Coursework in organisational Behavior, hospitality and food & beverage services
? Higher Secondary 1989- 2004
St. Stephen's High School- Gujarat, India
? High School- Arts
Languages Competencies
? English (Fluent)
? Hindi (Fluent/ Native)
? Gujarati (Fluent)
Personal Information
? Nationality: Indian
? Date of Birth: 11th December 1986
? Resident Visa in Dubai- Employment Visa
? Marital Status: Single
? Holding a valid U.A.E Driving License