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)
Attention to Detail
Quick learner and can master technology
Work under pressure
Require minimum supervision
Proficient with Microsoft Office
Jun 1999 - present
The Scientific Center, Kuwait - Aquarium Department & Plant Operations
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
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
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)
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
(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
“There are no sales without service”- Sales & Customer Service Seminar - 16 October 1998
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