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Office Administrative Assistant

Dubai, Emirate of Dubai, United Arab Emirates
October 19, 2019

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Mob: +971-**-******* / +***-**--3967429 /

Career Objectives

Seeking a responsible and challenging position in a growth oriented progressive organization where

My experience and skills will significantly contribute to the overall success of the organization and provide opportunities for my career growth. I would like to be part of the management team of a dynamic and challenging set up wherein I can leverage my experience and expertise to achieve corporate and personal goals.

Personal Skills : Urge to succeed, excellent verbal and written communication skills, Ability to deal with people effectively, enthusiasm and willingness to learn.

Personal Strength:Honest, Sincere, Punctuality, Commitment to Work, Can Work Independently under pressure, coordinating with departments for smooth functioning.

Career summary

I am an Experienced Professional - Administration / Secretarial/EA Positions with 10 + years’ experience in UAE. I would like to be part of the management team of a dynamic and challenging set up wherein I can leverage my experience & expertise to achieve corporate and personal goals. I have a strong and excellent written and communication skills and can communicate easily with all levels of staff. I consider myself as a self-motivated, energetic, a hard-working person in order to achieve both my personal and my role-related objectives.I can work independently without any supervision. Now I am looking for a challenging career using my experience, skills and knowledge to make a positive contribution to the organization. Can Join Immediately

Employment Experience

Vogue International – Sharjah, UAE- February 2019- and still continuing

Position: Team Secretary

Main Responsibility:

Responsible for diary management of the Chairman, organizing internal and external meetings.Organizing travel and logistics including flights, visa requirements, hotel accommodation,as per schedules while travelling and providing executive and administrative support.Monitoring, incoming and outgoing correspondence, within Chairman’s Office including phone calls, emails and walk-ins, ensuring correct department distribution and providing secretarial support for meetings as and when required by the Management.

Maintaining a high standard of confidentiality with regards to any information exchanged or received.Liaising and coordinating any task to ensure it’s completed for the executive team.

Manage the central team online and physical document filing system and keeping accurate record of database and filling systems. Responsible and maintaining travel expenses on a monthly basis within the Management Team, and submitting invoices to the finance department at the end of the month.

Providing support to the Executive Management (Chairman) by attending to his private matters as requested, including family needs, which requires a high level of discretion, empathy, flexibility and confidentiality.

Making follow up, undertaking business information research and liaising with other departments and external offices outside UAE and ensuring that all agreements related to workplace management are negotiated in coordination with the procurement team, are monitored in relation to service delivery, reviewed and renewed on a timely basis.

Coordinating with the Logistic Department and ensuring supplies, stock, materials, and packages are processed through the warehouse system efficiently and safely. Tracking orders to ensure timely deliveries and ensuring standard policies and procedures are compiled and legal requirements are met.

Al Zeyarat Medical Centre – Sharjah, UAE- December 2017–December 2018

Position: Team Coordinator

Main Responsibility:

Responsible for providing administrative support in the preparation of correspondence, reports, schedules, confidential materials and all administrative duties which includes managing calendars, arranging travel, meetings and arranging visas as and when required to the management.

Keeping strict confidentiality in performing duties and managing execution and follow up of training and development programs. Coordinating with consultants and candidates for scheduling appointments with the management of various employee issues. Manages fire/safety/security functions for the office.

Assist the management in all the administration functions and to carry out administrative duties as assigned in line with the department standards and procedures. Responsible for the preparation of the necessary experience certificates and other documents as deemed necessary by the Director Office.

Liaising with medical insurance companies and overseeing the day-to-day office operations.

Ensure the efficient day-to-day running of the Director Office administrator requirements. Support with clerical duties according to the demand of the director/department workload; and performing other duties and responsibilities related to the Management Office from time to time.

Eversafe Fire and Safety Equipment LLC, Abu Dhabi,UAE -September 2015 to July 2017

Position:Office Manager

Main Responsibility:

Responsible for formulating, executing and monitoring the business strategies including market expansion/ business growth plans to help the company achieve its goals and objectives. Looking after the Health, Safety and welfare of employees- Negotiating salaries, contracts. Ensuring office policies and procedures are being adhered.

Manage personnel files and make sure they are up to date and secured. Taking care of the entire on-boarding process. Sourcing and screening CVs and Job applications coordinating with various departments/person to ensure everything is in place for the new hire. Working closely with the company PRO for documents related to Employment & Residency visa sponsorships of employees. Working closely with the company PRO for documents related to Employment & Residency visa sponsorships of employees. Managing the HR department, planning and supervising the day to day activities and handling customer support.

Coordination with the purchase department and communicating between suppliers, retailers and customers and negotiating the prices.

Maintaining logs and records of inventory and warehouse stock and executed orders. Ensure that goods are reached to the end – user on time without any delay.

Global Trust Enterprises – (FZCO), Dubai, UAE - December 2013 to September, 2015

Position: Executive Administrator

Main Responsibility:

Directly reporting to the Managing Director, over-looking the business activities and providing updates and supervising day to day operations on a daily basis. Handling personal and confidential files and records of the Managing Director including correspondence, staff documentation.

Assisting the Sales Department in the submission of Technical, Price Quotations to the clients. Doing correspondence with supplier/clients and single point of contact between Management, Clients, and supplier. Prepare monitor and submit Purchase Orders to suppliers and making Follow up and coordinate with Finance Department for payments to be executed on time as per agreed terms with the Supplier.

Working closely with Logistic Manager in Managing orders, arranging stock of materials and equipment to ensure they meet needs. Tracking shipment of final products according to customer requirements. Communicating with suppliers, retailers and customers on a daily basis. Maintaining logs and records of warehouse stock and executed orders. Coordinating with logistics staff (e.g. truck driver's) according to availabilities and requirements.

Preparing weekly, monthly reports for the management and updating the status accordingly. Prepare accurate invoices, and arranging same day deliveries wherever possible. Facilitating the shipping of products from one destination to another and arranging transportation, schedule staff, and deliveries to meet customer demand with little to no delay. Coordinating delivery and taking steps to avoid quality control issues.

Negotiating and Continually reviews freight costs, transportation rates, and/or the prices of raw materials to keep costs down where possible. Streamlines shipping and transportation processes. Maintaining contact with persons in similar roles with internal and external affiliates. Preparing shipping documents and ensuring that updated records of orders, suppliers and customers are accurately maintained.

Act as liaison between the Managing Director, subordinates or others, by transmitting directives, instructions, and assignments and following up on the status of assignments. Carry out other duties as required.

Lulu International Exchange, Abu Dhabi, UAE –March 2010 to October 2013

Position Held:Administrative Executive cum Personal Secretary to the CEO

Main Responsibility :

Responsible for CEO’s meeting organization, diary management, Email management, travel and hotel arrangements, preparing presentations, client relationship and follow up with the business development team.

Ensure all outgoing correspondence, reports, submissions and briefings submitted to the CEO conform to the organization’s presentation, style, format and content protocols. Able to respect and follow boundaries of being confidential and work with integrity.

Independently carrying out a portfolio of responsibilities under the department’s purview, such as managing committees, securing approvals, and providing expert guidance and assistance wherever required.

Responsible for Guest Management and Coordinating with different country heads as and when required and doing correspondence related to the Work portfolio.

Coordinating with PRO for arranging visas for management staffs for travelling to Various countries wherever visas is required and Arranging visit and transit visa for employees as and when required.

Follow up with PRO for the renewal and payment of (Trade License, Municipality, water and electricity, chamber of commerce, ministry of finance) and liaison with government authorities.

Maintenance of Confidentiality, Confidential Files and other important documents in the secretariat and after all a Single Point of Contact. Performs a wide variety of administrative and secretarial related work as assigned.

Empost-Indian Embassy’s, Passport and Visa Service Centre, Abu Dhabi, UAE– September 2008 to November 2009

Position Held: Branch supervisor – Abu Dhabi and Al-Ain

Main Responsibility :

Implementing all required safety programs and provide required training to employees to enhance operation efficient working of all employees. Resolve all customer issues and maintaining a high standard of services in branch and prepare accurate records. Answering queries and doubts from the call centers as and when required

Coordinating between the Embassy and the customers and helping them to solve their grievances.

Managing and supervising the Help Desk as well as the counters and seeing to it that they do their work properly and accurately. Accepting and Receiving the applications from the agents and posting the applications to the Embassy for processing as well as Collecting and verifying the cash as per the application received and posting the applications to the embassy. Clearing the doubts of the subordinates as and when required.

Coordinating with the operations department for the delivery of the urgent shipments, and Verifying all the documents dispatched to the courier and ensuring to it that it is being properly delivered to the Embassy on time.

Ahalia Hospital, Abu Dhabi, UAE – December 2004 to September 2008

Position Held: Administrative Assistant


Designated as Functional Auditor within three months of service.

An Active member of the ISO and Sheikh Khalifa Excellence Award doing all coordination for the same.

Main Responsibility:

Creates and revises systems and procedures by analyzing operating practices, recordkeeping systems, forms control, office layout, and budgetary and personnel requirements; implementing changes.

Resolves administrative problems by coordinating preparation of reports, analyzing data, and identifying solutions.

Looking after the Ministry of Health / Health Authority of Abu Dhabi (HAAD), work which includes arranging papers for New Application for Doctors, Nurses and Technicians. Analyzing Weekly Reports and Monthly Reports from All Clinics and Pharmacies and informing the Auditor.Attending Pharmacy and Clinical Meetings.

Liaising between offices of the Northern Emirates, Peripherals, manage staff support services.

Coordinating and performing a wide variety of administrative, secretarial and programme support activities.

Educational and Courses

Master in Business Administration from Bharathiyar University.

Bachelor of Commerce- Mumbai University

Diploma in Financial Management -All India Institute of Management Studies, Madras

Diploma in Practical Business Accounts and Taxation-Swati Management and Financial Services, Mumbai

Diploma in Computer Application and Management-FACT Computer Education, Mumbai.

Certificate Course in Financial Accounting in Foxpro 2.6- Star Computer Education.

Training Attended

Certificate of Training in Consular Matters - including Passport and visa Services Affair-Indian Embassy, UAE.

Certificate of Training in Induction and General Guidelines in IPAVSC conducted by Empost.

Certificate of Training - Basic Fire Fighting Training Course as per the requirements of UAE Civil Defense,UAE

Special Skills

Computer and IT: Microsoft Office™ (Word™, Excel™ PowerPoint™) / Windows™ (7™, Vista™, XP™)/ Internet / Tally /Certificate Course in Ex-Next Generation accounting package

Language:English, Hindi, Urdu, Marathi, Malayalam and Tamil

Having typing speed of 60 wpm.

Personal Details

oContact Address : c/o Dr. Myush Ohri, Head of ENT Department, Ahalia Hospital, Abu Dhabi, UAE

oVisa Status: Residence Visa and having Valid UAE Driving License.

oHobbies:Reading, listening to Music and Playing.

oMarital Status: Married.


Available upon request.

Contact this candidate