Executive Assistant, Secretary, Business Support, Office Manager
Resume:
Experienced Executive Assistant with a demonstrated
history of working in the information technology and services industry. Skilled in Office Administration, Client Relations, Information Technology, Travel Arrangements, and Executive Administrative Assistance. Strong product management professional with a Master of Business
Administration - MBA focused in Human Resources
Highly organized and detail-oriented professional, with over 15 years' experience working for large corporate
organizations.
Skillful project coordination and liaison support to Senior management teams.
Excellent project management, organization and
communication skills
Project support, data tracking, and administrative tasks.
Frequently commended for quick-thinking and
resourcefulness
Dedicated and focused; able to prioritize and complete multiple tasks and follow through to achieve project goals.
An independent and self-motivated professional with excellent research and writing skills; able to grow positive relationships with clients and colleagues at all organizational levels.
Accustomed to fast-paced, multi-national, high-pressure positions, demonstrated ability to prioritize multiple tasks, to meet deadlines and provide quality service.
Proactive, adept hands-on approach/ Quick learner/Pleasant disposition/ Motivated and not afraid to show initiative. AREAS OF EXPERTISE
• Executive office management & support • Interpersonal skills and communication
• Business correspondence: creation, editing and
tracking
• Departmental budget and expense
management
• Database management • Diary management of multiple executives
• Customer support – Internal & External • Confidential correspondence & data handling
• Human Resources • Time management & Prioritization
• Operational streamlining • Team events – planning & organizing
• Interdepartmental collaboration
CAREER SNAPSHOT
• Implemented critical support to senior executives and project managers.
• Collaborated with customers, vendors, staff and senior management, to make sure information is communicated effectively.
• Timeline driven project resolution; Meeting deadlines.
• Conducted research, created project reports and developed presentations.
• Created process improvements in workflow and documentation handling.
• Scheduled meetings, conferences, itineraries and travel arrangements.
• Prepared and analyzed expense reports to achieve cost savings.
• Streamlined office operations, project processes and procedures to ensure productivity enhancement.
• Designed client database system to optimize billing, proposals and presentations.
• Screened incoming calls, serving as first line of customer / vendor support, escalating critical issues to executives.
• Liaised with customers and vendors to schedule projects.
• Scrutinized expenses of each job project to ensure no over-runs.
• Organized, monitored and evaluated office operations.
• Managed invoices, travel costs, expense reports and lease payments. Dheepti Sudhir
adckq6@r.postjobfree.com
pg. 1
EDUCATION QUALIFICATIONS
Masters’ in Business Administration MBA (Human Resources) The International University, St. Louis, Missouri, USA (Dubai Campus) 1999-2002 Dubai, UAE
Bachelor of Commerce (B. Com)
Delhi University 1995 – 1998 Dubai, UAE
Higher Secondary School Certificate (12th Std.)
The Indian High School 1995 Dubai, UAE
PERSONAL DETAILS
Date of Birth 29th December 1976
Place of Birth Mumbai, India
VISA STATUS Employment Visa (One-month notice period) FUNCTIONAL SKILLS
MS-Office
Oracle Fusion PMS
ERP
SharePoint
Support & Coordination Technology platforms like BMC Remedy force WORK EXPERIENCE
EXPERION MIDDLE EAST & AFRICA
Snr. Product Consultant & Executive Assistant to the EVP 2018 October till present
“Experion Technologies Middle East and Africa is a software products & services organization, delivering industry- focused solutions for Oil & Gas, Healthcare, Marine, Retail & Distribution, and Education.” EA Role:
• Fulfil all executive assistant duties.
• Managing complex calendars, facilitating communication and logistics.
• Supporting executives with project support, data tracking, and administrative tasks.
• Frequently commended for quick-thinking and resourcefulness. Snr. Product Consultant Role:
• Work with Client Managers and Project Managers to understand and analyze the client requirements.
• Present the client requirements to the design team so as to design and deliver solutions as per client needs.
• Participate in design sessions for development of new functionality and for customization of existing functionality.
• Review product performance against client requirements so as to provide optimal product.
• Perform product demonstrations for both prospective clients and existing clients as needed.
• Ensure that technical team maintains the product demonstration equipment and supplies in good working condition.
• Develop expertise in product knowledge, technical knowledge, and industry and process knowledge in relevant product areas.
• Maintain a thorough understanding of marketplace, competitors and industry trends in order to identify new business and marketing opportunities.
• Develop product reference document and product courseware for customers.
• Ensure marketing and training materials are fully compliant and appropriately updated and distributed.
• Create and maintain a product marketing plan for increasing sales and revenue.
• Address customer queries in timely fashion.
• Work with management and client to determine product roadmap and milestones. pg. 2
DUBAI WORLD TRADE CENTRE
Executive Assistant to the VP–IT and Procurement & Contracts 2013 Dec to 2018 July 1. Executive Assistant to V.P – Information Technology and Procurement & Contracts Schedule Management:
Responsible for setting up meetings, travel, speaking engagements and other appointments for the VP and other Senior members of the team. This involves ensuring there are no scheduling conflicts; also required to manage multiple diaries when dealing with other department heads or senior management schedules. Ensure the daily schedule flows smoothly and efficiently, with limited disruptions. Office Management:
• Direct and oversee the work of both the office assistants for IT and P&C, making sure that everything is in place for the office to function smoothly.
• Plan team building events and office luncheons.
• Ensure the necessary materials, information, and resources are arranged for meetings, such as meeting room bookings, preparation of agendas and other required materials
• Maintain inventory and office supplies. Anticipate office needs; evaluate new office products; and propose recommendations where required.
Communication Liaison:
• Manage the flow of information to members of the teams.
• Screen phone calls, open and sort mail, and summarize reports and memos that are received before passing the information on.
• Be the point of contact and liaise with a wide range of internal and external stakeholders, on behalf of the VP.
• Undertake regular follow ups to remind key functional heads to submit reports in order to meet organizational deadlines.
• Use positive communication skills and be a team player, work harmoniously and effectively with other team members to achieve the departmental objectives.
Information Management:
• Prepare and format information for internal and external distribution. This includes writing letters/emails and memos, compiling data for reports, editing, proofreading and other information preparation duties.
• Ensuring deadline set for completion of the Performance Contract is adhered to by compiling and uploading documents as per the agreed departmental objectives. Adhere to Service Level agreement, closely working with the consolidation and submission of reports related with the department Performance Contract ensuring all related correspondences internally and externally are properly provided. Records Management:
• Responsible for setting up and managing both electronic and paper filing systems, as well as taking steps to maintain that the business unit is in compliance with all applicable record-keeping requirements.
• Manage records and documents, to ensure all communication is easily accessible and retrievable. Finance function:
• Custodian of Petty cash - responsible for appropriate disbursement of the same in keeping with Company petty cash policy.
• Custodian of departmental corporate credit card – responsible to supervise the usage of the card. Ensure relevant approvals are obtained prior to purchases. Prepare the monthly reconciliation memo to submit to Finance, to reconcile the credit card statement, to cross charge to relevant departments.
• Raise Purchase Requisitions and track their progress – ensuring adherence to established SLA’s HR function:
• As the Department Champion, use the attendance management system to track the daily Attendance of staff, and submit monthly Attendance reports to the Senior Management.
• Keep a record and schedule for the leaves for the year - ensuring that staff has utilized their leaves and that there are none/ less days to be carried forward in both IT and P&C.
• Monitor and ensure that all IT and P&C staff attend the recommended trainings and conferences. 2. Recruitment Coordinator – Human Resources
• Reporting to the Recruitment Manager, this role required extensive and exhaustive coordination and communication skills as it needed me to interact with various external and internal customers, i.e. between the Recruitment team and the different departments within DWTC, and with the candidates and Recruitment Agencies. Role involved connecting with the candidates and setting up of interview schedules. pg. 3
• Handled all related correspondence and worked with minimum supervision. 3. Executive Assistant to Senior V.P – Corporate Operations Reporting to the Senior VP – Corporate Operations, this role involved corresponding and managing communications on behalf of the SVP. Diary management and day to day office management function. METRO FUEL SUPPLY, AJMAN, UAE
Sales Support Administrator 2010 March to 2013 Oct
• Client liaison
• Coordinate with sales team on customer delivery schedules
• Create opportunity lists and circulate to the sales team for discussions
• Follow up on Accounts receivables and collection of payments
• Created the Filing system and organized filing of documents. HSBC BANK MIDDLE EAST LLC. DUBAI, UAE 2003 Aug – 2005 Aug Held various positions as Sales Administrator/ Admin Support/ PR function August 03 – November 03
• Reporting to the Regional HR Department (D.I.C), and Manager- Regional Human Resources.
• Included assisting the department in all coordination & administrative functions.
• Responding to career applications on the HSBC Careers website, posting vacancies and setting the KPI’s in alignment with the HSBC HR Team.
December 03 – March 04
• Promoted to the Financial Planning Services department in the capacity of Sales Coordinator and Admin Support.
• Coordinate finance related enquiries and meet customers as the first point of contact.
• Preparing stock valuation sheets for key clients
• Coordinate with the processing department with regards to dividends and maturities. April 04 – August 05
• As support staff Treasury back office.
• Handling all duties related to Treasury deals, Reuter communications,
• Daily transaction reports, monthly reporting, etc. for deals done in the regional Middle East offices. UNION PROPERTIES PJSC, DUBAI-UAE 2000 Jan – 2001 April Executive Assistant to Senior Mgr. Property Management
• Coordinating between various departments
• Organizing meetings and maintaining the schedules of the Senior Manager
• Tracking customer requests
• Conducting 1st level conversations with the customer
• Convert prospective leads to customers
3M GULF LIMITED, DUBAI-UAE 1999(4 months)
Secretary – Office Products/ Oil & Gas Dept/Medical Dept/Accounts
• This was a short-term role, during which I worked with different departments and handled all Secretarial and related admin duties.
ARENCO GROUP, MARLIN FURNITURE Sept 1998 – Aug 1999 Executive Secretary to the Design Director
• Liason with various departments in the company.
• Involved in preparation of tender submittals and price lists for the team
• Manage design submissions and client interactions on behalf of the manager
• Promoted to Marlin, based on my work with Arenco ARENCO (A.A. AL MOOSA ENTERPRISES) 1995 – 1998
pg. 4
Executive Secretary– Arenco Interior Architects
• Interacting with clients and sustaining their interest
• Maintained Time Sheets of all staff, thus enabling allocation of cost to different projects.
• Supplied monthly time sheet summaries to Accounts for charging time against other divisions or billing Clients, etc.
• Liaison with Suppliers on Project matters.
• Scheduled all appointments and meetings, handling daily itineraries of all Managers.
• Liaison with the Head Office Accounts Department on monthly accounts and invoices.
• Maintenance of Design Resource library, including catalogues, price lists, fabric samples, tile samples, etc.
Contact this candidate