Executive Assistant / Admin Assistant

JAYAN SREEDHARAN

**th Floor, Al-Hugayet Towers, Al-Khobar, Saudi Arabia +966-********* ****************@*****.***

EXECUTIVE ASSISTANT / ADMIN ASSISTANT

Profile Summary

Over 18 years of commendable rich experience providing wide range of Secretarial/Clerical/Administrative Support to Sr. Executives in different industries and multi-cultural environments.

Handling business correspondences, maintaining records, taking minutes, dictations, corresponding with external & internal clients, organise meetings, detail orientation, calendar management, vendor management, travel arrangements, help implementing new procedures, HR support, travel desk operations, facility management, organising events, liaison & coordination, reporting & documentation.

Excellent time management skills with demonstrated ability to prioritize and handle multiple projects in fast-paced environments.

Strong interpersonal and communication skills with the ability to collaborate with diverse individuals.

Work Experience

Saudi Arabian Industrial Investment Company (SAIIC), Saudi Arabia

Executive Secretary, CEO Office (December 2015 to present)

SAIIC is a joint venture between Saudi Arabian Public Investment Fund (PIF), Saudi Aramco and SABIC focusing on investments in Saudi Arabia through joint venture partnerships with global industry leaders.

Manage CEO’s complex and frequently changing travel arrangement and coordinate pre-planning of trips. Manage time allocation for CEO by meticulously coordinating meetings, appointments and events.

Arrange logistics for all conference calls, meetings, coordinating catering for events/functions and ensure all participants receive information in a timely manner.

Managing all inward and outward correspondence of the CEO’s Office in order to ensure timely and accurate receipt and dispatch of the same.

Maintains office supplies inventory by checking stock to determine inventory level; anticipating needed supplies; evaluating new office products; placing and expediting orders for supplies; verifying receipt of supplies.

Researching vendors to find more competitive pricing and making informed recommendations to decision-makers.

Created highly effective office and filing systems including quick and thorough indexing, filing and offsite storage, resulting in easy access to critical information and streamlined office functioning.

Build and develop an internal and external network of contacts; build knowledge of key issues in order to effectively identify priorities.

Maintaining strict confidentiality with sensitive information, financial documents, client records and personal matters.

Process monthly expense reports reflecting supporting documents and budget code indexes

Follow-ups with different departments, companies, persons on any pending documents as requested by the CEO including status thereof.

Preparing international travel itineraries, travel expense & foreign exchange statement claims, airlines booking (international/domestic), hotels booking and destination transportation for CEO.

Maintain the client database (Interaction) updating contacts and other associated tasks on a regular basis as required.

Provide end to end administration process with a focus on timely completion and effective communication to all relevant parties.

Archirodon Construction (Overseas) Co., SA, Abu Dhabi, UAE

Executive Secretary (May 2014 to June 2015)

Provide full secretarial and admin support to the project team and department to ensure the smooth running of the department operations.

Keep Project Director on track for meetings during the day while also ensuring the most efficient and effective use of his time.

Prepared letters, memos, emails, presentation, reports and proposals as required.

Maintained a running list of deadlines, due dates, requests, and projects to ensure timely execution and adherence to deadlines

Maintained records of Engineers, prepared weekly staff movement sheets, monthly time sheets for drivers and office boys and recorded OT/absences.

Supervised seven support staff and delegated tasks to them.

Minuted proceedings of the meetings and maintained records for the operations and project team for reference and action.

Registering the senior executives for various conferences and seminars.

Managed range of administrative tasks including photocopying, filing, sending faxes, making travel arrangement, visa arrangements, hotel accommodation.

Check and verify claims and invoices for project team.

Comply with all relevant safety, security, quality, health and environmental procedures to ensure a healthy and safe work environment.

Maintained a proper filing and document control system for recording and tracking of all documents for the project team and department.

UMW Oil & Gas, Mumbai, India

Executive Assistant to Regional Director (April 2006 to May 2014)

Organized and managed calendar, prioritized various activities/appointments and arranged required material/information for meetings/appointments.

Prepared and managed correspondences, reports and documents including inward and outward mails.

Kept a record for all the confidential and sensitive information to manage securely, stored as appropriate and no such information is divulged or made accessible to unauthorized person

Collaborated with Regional Director to plan and execute all aspects of office expansion that went from 15 to 50 employee space. Project completed on schedule and within budget.

Supported in the purchases, client interaction, authorization of purchase orders.

Maintained and updated the contact list from time to time.

Sustained and updated the list of all cards (credit / debit / other), expiry and renewals

Scanned mails and callers, responded to or routed inquiries to appropriate personnel and brought matters of relevant and major importance to Director’s attention

Highlights:

Contributed to cost savings effort worth USD 1000 monthly by taking austerity measures such as reducing power bills, air travels, printing & stationery, carpooling.

Streamlined office operations for marked productivity gains, creating standardized documents/templates, highly accessible filing system, and detailed Outlook database storing client/vendor information

Received Letter of Appreciation for assisting in organizing Oil & Gas Conference in collaboration with ONGC.

Successfully coordinated and hosted numerous client seminars, creating invitations, promotional materials and booking venues.

Qatar Airway, Qatar

Office Administrator - Contracts & Technical Procurement (August 2004 to December 2005)

Yateem Oxygen, Bahrain

Executive Secretary/Administrator to General Manager (March 1999 to July 2004)

Mohsin Haider Darwish LLC, Oman

Division Secretary (June 1997 to November 1998)

Raymond Ltd,, Mumbai, India

Secretary to HR-Director (January 1993 to June 1997)

Education

Executive MBA (HR/IR) from Institute of Chartered Financial Analysts of India (ICFAI)

Bachelor of Commerce from University of Bombay

IT Skills

MS Word, Excel, PowerPoint, Outlook Express

Personal Details

Date of Birth : 10th November 1971

Languages Known : English, Hindi, Malayalam & Marathi

Passport No. : M1367580

Place of Issue : Abu Dhabi, UAE

Date of Expiry : 08/10/2024

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