Executive Assistant Office Manager

Simi B Suma

Dubai, UAE

Mobile: 056-*******

********@*****.***

Application for the post of Executive Assistant

Dear Sir,

I am an Energetic and hard working professional with UAE experience as Office Manager, Executive Assistant, Project Coordination and Office administration. I have proficiency in SAP, Aconex, Wrench document software and negotiation skills. Able to handle multiple tasks. Team Player.

I herewith attached my CV for your kind reference, looking forward to receiving your favorable response.

Thank you

Simi B Suma

Mob: 056-*******

Simi B Suma

Dubai, UAE

Mobile: 056-*******

********@*****.***

ADDITIONAL

ACHIEVEMENTS

Proficiency in MS-Office (Word, Excel, Power-point, Visio & Outlook)

Team player, Time Management skills, flexible

Able to handle multiple tasks, honest and hard working.

Fluent in Software, internet and e-mail activities

Getting approvals, arranging external business meetings PROFESSIONAL

EXPERIENCE

SOMA Architecture LLC (Jan 2023 – Feb 2024)

Executive Assistant to CEO

Business Space LLC / Expo 2020 (Feb 2021 – Nov 2022) Exécutive Assistant to CEO

Riva Digital / Riva Park Projects (Sep 2016–Nov 2020) Office Manager /HR Assistant

Metito Overseas Ltd (May 2012–Aug 2016)

Contracts Coordination, Snr.Document Control (Aconex) SOMA Architecture LLC

Executive Assistant to CEO (Temporary position)

Administrative Support and arranging refreshments

Assists CEO with daily administrative duties and managing an active calendar of appointments, preparing confidential correspondences.

Alert boss about cancellation / new meetings

Prepare documents for meetings

Analyzing inbound emails and submitting summaries when necessary.

File management

Travel / Hotel bookings

Handling petty cash, Company credit cards, Office expenses, Business travel expenses

Attending personal requirements such as party arrangements, weekend fine dining reservations

Perform a variety of general/personal tasks such as cheque collections, household purchases, pay utility bills, banking activities & arrange cleaning staffs for the house.

Monitoring staff leave applications, Weekend roaster, staff bills and attendances.

HR activities include screening CVs and initial interviews.

Ensure and maintain confidentiality of all communications and documentation.

Projects coordination and getting document approvals whenever necessary

Procurement activities

Apr 2023 – Feb

2024

Simi B Suma

Dubai, UAE

Mobile: 056-*******

********@*****.***

Business Space LLC / Expo 2020

Executive Assistant to CEO / Office Manager

Maintain CEO office neat and tidy

Administrative Support and arranging refreshments

Assists CEO with daily administrative duties and managing an active calendar of appointments, schedule appointments

Alert boss about cancellation / new meetings

Analyzing inbound emails and submit summary when necessary

File management, Charing meetings in the absence of management

Travel / Hotel bookings

Attending personal requirements such as taking appointment for health checkup, party arrangements, fine dining reservations

Procurement support – Negotiations, sending quotations and make sure of on time delivery (Office furniture, business requirements for Expo Staff)

Providing CRM initial training

Sales / Business consultant duties

Preparing expense report, organization chart

Supporting in HR activities – Short listing candidates, Initial Interview, Offer letter preparation

Handling corporate credit card, monitor expenses

Monitoring office supplies and ordering new stationery, furniture, appliances and electronics as required

Managing office budgets and liaising with staff and suppliers, getting different types of approvals

RIVA PARK PROJECTS

Office Manager & HR Assistant

Project Name: Hub Zero / City Walk, Client: MERAAS

Greet and receive visitor

Arranging Manager’s Office

Organizing and scheduling meetings and arrange conference rooms

Alert manager about cancelations or new meetings

Reviewing incoming messages to determine their significance

Preparing agendas for board meetings

Preparing reports

Making travel arrangements

Arrange for outgoing mail and packages to be picked up

Coordinates office management activities

Ordering stationery and furniture

Determine matters of top priority and handle accordingly.

Checking Leave Applications, Time Sheets, Attendances prior to management approval

Feb 2021 – Nov

2022

Sep 2016–Nov

2020

Simi B Suma

Dubai, UAE

Mobile: 056-*******

********@*****.***

Petty cash handling and weekly report of Inward / Outward cash transactions.

Monitoring costs and analyzing variances.

Preparation of organization chart, Weekly Roster, Presentations

Hotel and Ticket booking

Supervising and monitoring project site office administrative staff

Preparation of bank submittals for project financing

Screening CVs and taking preliminary interviews

Overall administration including follow up on various matters on Finance and coordination with HR department

Keep track of Document status for weekly reports

Preparation of Correspondences as directed by General Manager, Projects Director

External / Internal follow up on pending issues.

Maintaining a systematic filing and scanning of all confidential documents

Preparing documents as per Project closing check list and submission to client.

METITO OVERSEAS LTD, SHARJAH

Senior Exe. Documentation / Contracts Coordination

(software – SAP, ACONEX)

Systematic arrangements and retrieval of Correspondence and documents for Contractual purpose using ACONEX software

Claims preparation for Projects

Preparation and Submission of correspondences

Studied reports received, checked and compared with previous reports and other data, and brought to the attention of the Project Director significant items, changes, errors or omission

Using software for Electronic filing and easy retrieval

Keep track of material, drawing, RFI’s approval/ status and update the same in respective logs and in a proper method whenever necessary.

Distribute documents and correspondence to Lead Discipline Engineers and others as instructed by Project Manager or Contracts Manager after inter discipline check.

Retrieval of all project documentation and drawings for both the construction and commissioning phases of the project.

Preparation of weekly/monthly reports and Internal follow ups on daily basis through emails and on basis of reports.

Follow up of pending documents/drawings/approvals if necessary.

Evaluate and develop improved techniques for the control of documents in consistent manner

Check and verify Transmittals and Correspondences and maintain for easy retrievals

May 2012–Aug

2016

Simi B Suma

Dubai, UAE

Mobile: 056-*******

********@*****.***

EDUCATIONAL

ATTAINMENTS

PERSONAL

DETIALS

Bachelor of Arts (Economics)

Kerala University, India

Master of Arts (Sociology)

Kamaraj University, India

Nationality : Indian

Visa Status : Employment (NOC available)

Marital Status: Single

Languages Known : English, Hindi, Malayalam, Tamil

Contact this candidate