Administrative Assistant Office

Objective

To take up a challenging position that values honesty, loyalty, and excellent performance, and to translate my experience, knowledge, skills and abilities into value for the organization.

Core Competencies

Professional with over 20 years’ experience working in multi-cultural environments with coordination, communication and presentation skills, and the ability to learn in a fast-paced environment.

Ability to function with a high degree of accuracy, diplomacy and confidentiality acting with high level of discretion. Also, able to manage a diverse portfolio, delivering service with a sense of urgency to meet deadlines and deliverables.

Experience

Yorkville University April 2019 to August 2019

Sr. Administrative Assistant, National Regulatory and Government Affairs

Identifying policies and differences in student handbooks between three provinces

Cataloging of all Governance and Compliance materials in a centralized repository

Maintaining key university documents (Academic Calendars)

Preparation of all data for regulatory purposes across the Company’s operations including Annual Report submissions, Program renewals to Provincial Ministries, internal self-study for quality assurance; new degree & diploma submissions to provincial ministries and international student enrollment reporting

Preparing meeting records for the department

Project Management and support for projects

Assistance with data extract and preparation of reports on

-student enrollment reporting,

-annual report submission to Ministries in each of the three provinces

Preparation of results for the survey regimes using multiple advanced excel tools.

University of Toronto -Faculty of Medicine Oct 2014 to Aug 2015

Administrative Assistant to the Chair of the Department of Obstetrics and Gynecology

Providing support to the Chair including maintaining the Chair schedule, arranging and coordinating meetings, composing letters and memos for the Chair, responding to inquiries, processing expense sheets and follow up, booking meeting rooms and arranging catering for events.

Planning Executive Committee meetings and Promotions Committee meetings for the Academic year and communicating dates with all participants

Prioritizing meetings requested by Chiefs of various hospitals reporting to the Chair

Assisted the Business Manager and Promotions Officer to communicate with faculty relative to documents required for Cross Appointments adhering to policies and procedures.

Worked on the Laser fiche system to upload documents relative to the promotion process.

Coordinating research submissions to ensure timely submittals for research projects with University of Illinois, MOI University in Eldoret, Kenya for the Ampath Project (AMPATH-UofT partners the University of Toronto with Moi University and its teaching hospital in Eldoret to improve reproductive health in Western Kenya).

Working with Sick Kids to administer evaluations and follow up on the CBME (Competency based education) project to monitor program outcomes.

Events: Worked with team on planning and execution of the Faculty Development Day event, Research Day and Strategic Planning Executive Retreat.

Zayed University, Dubai, United Arab Emirates 1998 to 2014 A federal government sponsored higher education institution established in 1998 to educate UAE national women. The university currently has approximately 10,000 students enrolled in various undergraduate programs. The university also offers graduate programs to a wider audience.

Sr. Administrative Officer to the Chief Administrative and Finance Officer Jan 2009 to Jun 2014

Worked with Senior Administrators, Deans, Directors, and staff on university wide operational matters bringing to the attention of the CAFO those matters that needed his decisions.

Attended meetings, documented decisions, tracking action items and follow up as required with attention to deadlines. Worked with Senior Management, Deans, and Directors as required by the office.

Monitoring and contributing to drawing up of budgets during the annual budget hearing process. Answering routine questions requested by budget center managers on budget allocations. Preparation of communication on decisions of the Budget Committee to administrators. Working with Deans and Directors to plan budget meetings, agenda items, pertinent documentation.

Managing and organizing the CAFO’s calendar and responding to his emails (as permitted); dealings with all incoming mail as well as managing communication directed to the office on general administrative matters. Dispersing mail and forwarding emails as required to ensure information is communicated allowing for feedback.

Planned meeting schedules for visiting consultants.

Monitoring policies and procedures for the offices reporting to the CAFO and requesting updates depending on process changes

Researching information, compiling statistics where required, contributing to decision making.

Administrative Officer, Office of the Provost, Zayed University January 2005 to December 2008

Served as the primary point of contact for Provosts office activities, managing projects for the office of the Provost, dealing with all levels of University personnel.

Required to manage, create, compose and edit technical and administrative correspondence and documentation. Manage general support functions and travel arrangements.

Responsible for heavy calendar management, organizing and scheduling all meetings, internally and externally, retreats, social functions and appointments called by the Provost including agendas and documents ensuring all aspects are successfully launched and implemented. Responded to emails on behalf of the Provost as required. Review all documents received by the Office of the Provost and make recommendations where required.

Follow up with Assistant Provosts and Deans on action items resulting from meetings. Follow up with Colleges and administrative units for reports and relevant documents required by the Provost and the office.

Managed daily operations and assignments for the office independently with the responsibility of preserving the integrity and sensitivity of the confidential nature of the office.

Coordinated editing and preparation of submissions to Middle States accreditation documents. Was given the opportunity to plan and schedule the Middle States Accreditation visit in March 2008, finalizing coordinating documentation and University-wide meeting schedules.

Research information, compile statistics, gather and compute data, prepare reports selecting data from available university resources.

Administrative Assistant, Institutional Research and Planning October 1998 to December 2004

My job required me to:

Perform complex word processing tasks; manage databases, spreadsheets, preparation and presentation of reports required by VP’s office, Provost’s Office, Deans and colleges

Proof read materials, reports, etc. for data accuracy

Collect and analyze data and report results for data accuracy

Coordinate with various departments and assist in the preparation of draft and ad-hoc reports and respond to internal and external requests for institutional information

Assist in the preparation and coordination of surveys. Analyze data and the preparation of reports using SPSS. Manage the student evaluation process by responding to faculty emails regarding their concerns and queries about the process

Provide solutions and addressed concerns of faculty, staff and students administering surveys

Manage and update the comprehensive calendar and the Institutional Research website using the Home site software

Assist the Director and perform general office functions checking and responding to Directors emails and highlighting urgent issues. Arranged meetings as required and managed daily schedules.

Gulf Air, Kuwait

One of the worlds leading airlines with the national carrier of Bahrain, Abu Dhabi and Oman with international network that spreads across Europe, South Asia, the Far East, Australia and the Gulf

Assistant to the District Sales Manager December 1996 to December 1997

-Management of general office functions and assistance to the office of the District Sales Manager as well as Sales and Marketing departments.

-Preparation of minutes of the daily and monthly sales meetings

-Preparation of correspondence to GSAs and Travel agents

Alghanim Industries, Kuwait March 1993 to November 1996

Was employed as Executive Assistant to the General Manager at Alghanim Travel and Secretary to the Financial Controller at their Engineering Department.

Was employed in Mumbai with shipping companies between June 1990 to December 1991

Education

Third year B.Com and Economics, Mumbai

Advanced Diploma in Human Resource Development, Indian Institute of Trade and Commerce

Certificate from USC™ Home Staging & Business Course

Proficient with MS Office packages: M.S Word, Excel (pivot tables, reports, slicers) PowerPoint, and Outlook, Microsoft Teams

During my tenure at Zayed University, my job also included working with SPSS, Microsoft Project and Microsoft Visio to prepare flow charts and confidential organization charts

Smartsheets

Zoom and Skype for Business

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