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Executive Assistant

Chennai, Tamil Nadu, India
October 22, 2019

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Abdul Jalal Penna Khaja

Chennai, India ; Mob: +91-875-****-*** ;

Executive Assistant / Office Manager

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

Alpine Coils, Chennai, India

Admin. Executive (09/2018 to till date)

• Handling the task of various general administrative functions of the organization.

• Ensuring effective rendering of services to enable smooth flow of day to day operations.

• Identifying scope for process enhancements for improved services.

• Administration and maintenance of office records. 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.

Effectively managed multiple functions in regard to incoming/outgoing mail, faxes, and coordinated all emails for appropriate disbursement and follow through.

Developed processes and procedures to develop effective detailed expense reports, requests for capital expenditures and prepared for distribution.

Utilized communications skills to author effective correspondence for diverse areas of the organization which included the creation of month to date reports.

Introduced effective initiatives that drove workflow optimization, and increased accuracy and proficiency.

Abdul Jalal Penna Khaja Page 2

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.

EXECUTIVE 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.

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

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.

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.

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.

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.

Booked travel arrangements and authored all offer letters and agreements to candidates who verbally accepted.

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.

Education & Credentials

Bachelor of Science, Physics University of Madras Shorthand (Stenography) & Typing: Higher grade from TN Tech. Education, India Training : PA’s / Office Professionals Master Development, KSA Technical Proficiencies : MS Outlook / MS Office – Word, Excel & Powerpoint Personal Information - Nationality: Indian

Driving License : Has valid Saudi / UAE driving licenses


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