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Executive Assistant Personal

Location:
Dubai, Emirate of Dubai, United Arab Emirates
Posted:
February 21, 2020

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Resume:

***, ** ***** * *

The Greens,

Dubai, UAE

M: +971*********

ALLEGRA BROOKES

CAREER OBJECTIVE

PROFESSIONAL

ACHIEVEMENTS

Over 15 years of varied operations & administrative experience across industries and proven ability to handle and manage office operations; possess effective organizational skills and strong decision-making & execution abilities.

Personal attributes & areas of impact include:

• Excellent organizational skills

• Planning & time management

• Documentation & standardization

• Customer-service orientation

• Initiative & willingness

• Reliability & confidentiality

HDFC BANK LIMITED: - Executive Assistant to the Sr. Vice President at HDFC Bank - September 2016 till date

• Support in the day-to-day work of the Sr. Vice President and manage his calendar.

• Create, co-ordinate and plan travel schedules, flights, hotels, visas, conferences and overseas business trips

• Attend and handle phone calls and appropriately screen telephone calls, enquires and request.

• Schedule meetings and appointments.

• To coordinate follow-up actions from meetings and respond to correspondence thus ensuring items are actioned in a timely manner.

• Maintain an organized filing system of paper and electronic documents.

• Preparing vouchers pertaining to travel and other official expenses.

• Taking care of the day to day administration activities like records of stationary, couriers, photocopying, scanning and other correspondence.

• Uphold a strict level of confidentiality.

BALAJI TELEFILMS LIMITED: - EXECUTIVE ASSISTANT TO THE MANAGING DIRECTOR – SEPTEMBER 2015 TO SEPTEMBER 2016

• Prepare & organize daily meeting schedules and ensure availability of all relevant documentation, reports etc. for the MD.

• Produce a variety of documents, using MS Office, ensuring that they are proofed and presented Page 2

to the highest standard and to deadline.

• Manage, prioritize and respond to all e-mails on behalf of the MD.

• Read and prioritize any documents, presentations, board papers or requests that come to the MD's office.

• Ensure the necessary arrangements are in place for Board meetings.

• Maintain professional relationships, representing the MD to a wide range of internal/external contacts.

• Deal with telephone inquiries, filter calls and use initiative to deal with routine queries.

• Plan, manage and schedule travel arrangements (please see Travel Desk Manager role below) and meetings, liaise with cross-functional teams on various requirements, projects & ad-hoc tasks for the MD.

• Confidently make executive decisions, relating to the office of the MD. Travel Desk Manager

• Provide leadership and direction to the authorized travel agent to ensure optimal service & issue Resolution.

• Oversee and coordinate with the travel agent on all bookings and ensure deliverables are met as per Balaji Telefilms Ltd. SLAs.

• Leverage Internet, digital media & technology for savings, cost avoidance and service enhancements.

• Deliver travel reports and create awareness of travel spends & compliance trends with Senior Management.

STORY TELLERS (PRODUCTION HOUSE): - Office Operations Manager – September 2014 to September 2015

• Effectively managed overall Administration for the Company.

• Managing repair, maintenance & replacement of office equipment’s, appliances, furniture, furnishings, vehicles etc.

• Handling all office correspondence & sending it to the relevant departments (accounts/production etc.).

• Keeping a tab on all office supplies & stationery & managing replenishment of the same.

• Supervise and set a process for Inventory management.

• Maintaining all company show reels & sending out show reels as per brief.

• Travel arrangement for employees and guests in India and Abroad (Flight /Railway/Bus Tickets).

• Transport/ Vehicle Management (Hiring/Purchase/Maintenance).

• Handling office Petty Cash.

• Administrative help for Event Management.

• Coordinating with the accounts department & vendors for bills & cheques.

• Co-coordinating and Driving the Daily, Monthly and Weekly Meetings and achieving the Milestones. DUFLON POLYMERS PRIVATE LIMITED: - Personal Assistant to the Managing Director – September 2010 to September 2014

• Executive support to the Managing Director on a daily basis.

• Support in Client correspondences to the Managing Director.

• Maintaining and Assisting Managing Director’s Financial Records.

• Developed and maintained all org structures, JD’s, manpower.

• Organizing interviews during hiring.

• Manage and coordinate VIP visits to the Institution, arrange all protocol, hotel and transport bookings. Prepare and coordinate their itineraries. Page 3

• Coordination with Banks on Managing Directors requests.

• Ensure that the basic work place ethics are met and new staffs are provided detailed orientation upon joining.

• Coordinating Client Meetings / Internal Office Meetings.

• Coordination of Travel Arrangement for Management.

• Responding to correspondences from different departments.

• Keeping high confidentiality of work and documentation.

• Filtering of calls into the Managing Director’s office.

• Maintaining / responding to Managing Directors Inbox.

• Miscellaneous administrative duties of the various departments within the organization.

• Keeping track / filing of the incoming and outgoing correspondences.

• Maintaining Drivers and other support staff for the organization. FACT ENTERPRISE LIMITED – Media Division: - Executive Producer – January 2009 to July 2010

• Supervised and managed film production crews.

• Coordinated with suppliers & contractors during shoots in the studio & on location.

• Facilitated and conducted meetings with television channels like 9x.

• Developed & executed media plans for TV, Radio & Print Campaigns.

• Planned & managed media production budgets.

• Managed relationships with public & media relations with celebrities.

• Planned & organized events, including managing event staff, coordinating suppliers and contractors and resolving operational issues.

BK GULF LLC – DUTCO GROUP, DUBAI: - Executive Secretary – March 2003 to March 2007

§ Project scheduling including planning of resources (material, manpower, machinery, money).

§ To guide & facilitate all necessary support to the Project managers in terms of staff support, materials, internal decisions, resolving contractor issues and all other resources on a timely basis.

§ Handling emergencies and critical works on project sites.

§ Evaluation, preparation of schedules, work orders, agreements, etc. for Sub-contracting works.

§ Responsible for entire execution and other aspects- Cost, time quality and safety of the project.

§ Handling correspondence with internal clients, through e-mails.

§ Maintaining proper filing system for all department related documents.

§ Handling any form of correspondence for the Project Manager on site.

§ Preparing various site reports on regular basis (weekly, monthly, quarterly & yearly).

§ Handling Clients & Consultants.

§ All kinds of documentations of ISO standard.

§ Effectively handling correspondence with external parties.

§ Handling all daily administrative activities.

KRISHNA SAGAR BUILDERS PVT. LTD.: - PROJECT CO ORDINATOR – March 1999 to December 2002

§ Delivering targeted topline as per the projects business plan by contributing to sales targets.

§ Handling Corporate Clients such as Asian Paints etc. Page 4

§ Projection & maintenance of a luxury real estate brand attitude & delivering positive customer experience to A distinguished client base.

§ Generating sales from various traditional & non-traditional BTL activities.

§ Regular analysis of sales trends in the market.

§ Proposing & implementing sales promotion activities for the project.

§ Participating in negotiations & bringing deals to a closure.

§ Staying up-to-date with product & market knowledge. EDUCATION

• Bachelor of Arts, 1999, University of Mumbai

• Higher Secondary Certificate (HSC), 1996, St. Andrews College, Mumbai

• Secondary School Certificate (SSC), 1994, St. Teresa’s Convent, Mumbai

• Diploma in Software Applications, Mumbai

PERSONAL INFORMATION

• Languages Known: English & Hindi

• Date of Birth: June 7, 1978

• Marital Status: Married

• Nationality: Portugal

• UAE Driver’s license: Valid

REFERENCES

• References can be provided on request.



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