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Executive Assistant Manager

Chennai, Tamil Nadu, India
40,000 CAD
November 30, 2018

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Abdul Jalal Penna Khaja

Chennai, INDIA +91-875-***-**** Executive Assistant

Respected professional with career history of supporting senior executives’ in business development and to exceed all organizational objectives. Decisive and results-oriented professional offering a career history of successful experience in executive administration, and supporting top management. Highlights of Expertise

Cross-Functional Team Coordination


Expense Reporting

Meeting Coordination/Minute taking

Scheduling & Diary Management

Files & Records Management

Team Building & Leadership

Calendar/Travel Management

Career Experience

STC Channels (STC Group), Riyadh, KSA

Provided executive level support and managed all daily office operations, communications, and handled all logistics and materials for Board and Committee meetings. EXECUTIVE ASSISTANT TO VICE PRESIDENT, HUMAN RESOURCES (01/2016 to 01/2018) Administered support by management of multidimensional complex calendars and events, arranged all domestic and international travel/accommodations’ and developed critical documents utilizing multiple software programs.

1. Effectively managed multiple functions in regard to incoming/outgoing mail, faxes, and coordinated all emails for appropriate disbursement and follow through. 2. Developed processes and procedures to develop effective detailed expense reports, requests for capital expenditures and prepared for distribution. 3. Utilized communications skills to author effective correspondence for diverse areas of the organization which included the creation of month to date reports. 4. Introduced effective initiatives that drove workflow optimization, and increased accuracy and proficiency.

MAADEN – Saudi Arabian Mining Company, Riyadh, KSA Provided general administrative duties, and drove communications efforts as well as inter-office memos and circulars, with responsibility to support the executive on meetings; planned and managed diary.

EXECTUTIVE ASSISTANT TO SENIOR VP, HR & SUSTAINABILITY (06/2006 to 01/2016) Assisted in all travel arrangements, which included pricing, logistics on hotel bookings, flight arrangements, and ground transportation. Supported deadline-driven operations, resolved issues, and coordinated all daily schedules.

5. Operated multi-line phone system, conducted faxing, copying, printing, scanning, and oversaw inventory, and supply ordering.

6. Planned, organized, and supported an ever-changing, high-dynamic work environment which included management of embassy visa applications and multiple important documents; created, filed, and tracked through process. Abdul Jalal Penna Khaja Page 2

7. Managed paper and electronic filing systems, and ensured strict confidentiality of information and correspondences.

DAMAC Group, Dubai, UAE

Oversaw Personnel, scheduled appointments, and organized detailed records in assisting the human resources department and facilitated as the Executive Secretary to the General Manager. HR ASSISTANT & EXECUTIVE SECRETARY (04/1997 to 05/2006) Assisted the department in employee programs and procedures, engaged in recruitment, and coordinated all processes related to employment. Established various Human Resource initiatives that improved employee morale and performance, and conducted orientations to foster positive attitudes and promote positive experiences for new employees. 8. Coordinated wages, benefits, sick time, vacation time, and ensured documentation was aligned with contracts. Managed files and preparation of reports on hours worked, benefits, and exit interviews.

9. Successfully coordinated recruiting efforts with a specific focus, developed all candidate correspondence, facilitated new hire orientation, and organized new hire documentations to ensure organization maintained a solid workforce. 10. Booked travel arrangements and authored all offer letters and agreements to candidates who verbally accepted.

11. Drove all aspects of the business including development, procurement of supplies, maintained ever-changing calendars, and applied lean processes to travel arrangements without compromising quality.

Additional Experience

Document Controller, Secretary to the Manager Engineering Department (1994-1997) Saudi Strategic Storage Program – Ministry of Defense Aviation, Riyadh, KSA Education & Credentials

Bachelor of Science, Physics University of Madras (Credentials assessed by WES) Technology Proficiencies - Microsoft Office – Word, Excel, PowerPoint, Outlook Language Proficiency - IELTS - April 2018

Personal Information - Nationality: Indian

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