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Admin Assistant/Executive Secretary

Qibla, Kuwait City, Kuwait
February 26, 2020

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Dolly Pagdiwala

Executive Administrator

A resourceful and highly efficient administrative professional with a 25 year background in executive administration. I excel in providing support and facilitating accurate communications among team members, clients, suppliers and external agencies ensuring smooth flow of work




Date of birth

April 13, 1972




Transferable (No. 18)


English (proficient)

Arabic (basic)

Hindi (proficient)

Gujarati (proficient)

Key Skills

Attention to Detail

Public Relations


Office Management

Supplier Management

Quick learner and can master technology


Expert communicator



Work under pressure



Require minimum supervision

Proficient with Microsoft Office

Work Experience

Administrative Assistant

Jun 1999 - present

The Scientific Center, Kuwait - Aquarium Department & Plant Operations

Departmental Projects

20 years

Prepare project contract agreement documents in accordance with company procedures.

Review and edit all communication regarding the project with concerned stakeholders (inter-office memos, client correspondence, contract works and proposals, etc.)

Ensure list of Kuwait laws and regulations that need to be complied by the department are communicated

Resource Mobilization

Coordinate fish collection in order to restock our live fish exhibits through foreign suppliers.

Maintain up-to-date lists of equipment used for the various functions of the department and records of maintenance activities performed on the equipment

Sourcing and procuring activities by way of sending inquiries & receiving quotes, preparation of local and foreign purchase orders for live fish, live animals, fish food, fresh fruits, chicken stock for animals, chemicals, new exhibits tanks, equipment for dry and wet laboratories, diving equipment, water quality equipment, repair and maintenance of tanks to contractors, etc.

Prepare lists of purchase orders raised with details such as name of vendors, date of purchase, amount, name of preparer and reviewer, etc.

Retain list of approved vendors with evidence of approval

Efficiently order stocks of all items on weekly, monthly and yearly bases.

Follow up, receive and close packing slips through Microsoft Dynamics AX system (Purchasing system).

Resume of Dolly Pagdiwala Page 1 of 3


Maintain organization structure and job descriptions of department employees

Coordinate and schedule staff rosters to maintain tanks in Marina Hotel, Police Officer’s Club, etc.

Accurately record and submit attendance and overtime of department employees

Prepare records on trainings conducted for department staff and lists of outreach programs organized

Keep records of systems used and system generated access control document for the employees

Collate the department employees scuba diving records

Department Administration

Maintain policies and procedures manual for the Department with the dates of approval

Prepare detailed daily, weekly and monthly MIS reports pertaining to HVAC, electrical, firefighting, plumbing and life support systems

Created and maintain a perfect recordkeeping system in complete compliance with the company’s quality assurance procedures while ensuring a reduction in data-retrieval time.

Receive all incoming calls promptly and courteously assist clients and employees throughout the organization

Schedule appointments, meet and greet visitors, whilst presenting an appropriate image and effectively utilizing necessary people skills to maintain a harmonious atmosphere

Transcribe minutes of meetings; follow up with management and staff to adhere to agreed deadlines.

Create and update the daily, weekly and monthly departmental planners

Annual Audit Compliance

Meeting auditors annually to discuss and provide them with documents pertaining to the audit period ensuring there are strict adherence to standards for animal feeding schedules, list of dead animals, vaccinations given to animals and staff, expiry tracking sheet for medicines, approved list of chemicals used by the department, inventory records for the chemicals, list of animal donations received, records of water quality tests performed

Executive Secretary to the Group General Manager

Jul 1995 - May 1999

Al Homaizi Foodstuff Company & Al Homaizi International Management (now Kout Food Group)

4 years

This position required a high degree of confidentiality, common sense and tact in the day-to-day dealings with people both inside, outside the company and creating a productive and pleasant work environment.

Planned goals and objectives for the office, identified and secured the resources (personnel, equipment & capital) needed to accomplish those goals.

Set up office operational procedures to maintain a consistent work flow in and out of the office.

Co-ordinated meetings, conferences and appointments for the general manager and notified participants.

Composed and typed responses to office correspondences and inquires.

Created and maintained an effective filing system of records and correspondences

Conducted subject research as necessary to complete special projects and reports.

Received calls, screened visitors and responded to inquiries.

Performed standard office procedures including scheduling of appointments, processing mail, answering phones and ordering supplies

Kept sensitive material in utmost confidence when requested.

Observed and implemented established company policies and procedures.

Maintained the inventory, supply stock reports, combined with generation of purchase orders of stationery, monitoring and controlling quantities, costs and quality of supplies for the corporate office.

Was responsible for providing organization, dry and food stocks replacements & housekeeping services for the general manager’s office on a daily basis.

Handled personal accounts, travels, etc.

Coordinated special company functions.

Contributed positively to employee relations & morale.

Updated the General Manager on all key communication in the organization.

Resume of Dolly Pagdiwala Page 2 of 3


Feb 1995 - Jul 1995

Bechtel International Incorporated, Mumbai Project Office

5 months

(Bechtel is one of the biggest American engineering companies all over the world)

Initially recruited in the capacity of a trainee and quickly promoted to the position of a Secretary

Successfully completed training in computers

Was involved basically in maintaining the organization related data and managing the overall system resources pertaining to the Dabhol power project.

Job responsibilities included planning, organizing and scheduling meetings

Seminar attended

“There are no sales without service”- Sales & Customer Service Seminar - 16 October 1998

Extra-Curricular Activities

First Aid from St. John’s Ambulance Association

Scuba Diver from Al Boom Marine Co. (NAUI Worldwide) Open Water Certified

Active participant in extra-curricular activities at school

Member of the senior school basketball team


Mr. Aslam Khan, Personnel Department, Al Zayani Trading Co. - Kuwait

Tel: 24720286/7 Extn. 701, Mobile: +965-********


Valid Kuwait Driving License

Multiple US entry visa valid till 2026

Resume of Dolly Pagdiwala Page 3 of 3

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