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Executive Office Assistant

Mumbai, Maharashtra, India
August 01, 2020

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Admin Secretary with Document Control integrations

Name: Prakash Nair

Year of birth: 1965

Current Location: Mumbai, India





To work as Admin Secretary expert at a progressive workplace where I can effectively and efficiently contribute with my knowledge, expertise and ~25+ years of international domain / work experience, including at large enterprises in Saudi Arabia & Bahrain; towards the success of any challenging or demanding project / tasks / roles & responsibilities that will be assigned or delegated to me.


-Accomplished successful projects as Senior Secretary in India, Saudi Arabia & Bahrain with 25 years of multi-industrial experience in Procurement, Marketing, Administration & Secretarial practice and also as a Document Controller.


-PowerPoint Presentations

-Technical Skills: Shorthand Typing

-Functional Skills : Strong abilities in Correspondence Writing; In-depth knowledge and expertise in Minutes of Meetings, Schedule preparation

-Electronic Dairy Management

-Organizing MIS documents.

-Arranging for Meetings, Taking Minutes of Meeting.

-Academically, holds a Graduation &Under Graduation in Science discipline.

-Supplies Replenishing

-Travel Arrangements/ Visa Arrangements

-Inquiry Response


-Meeting Organization

-Activity Coordination

-Customer Service

-Administrative Support



Order Processing &Tracking

Vendor Development

Requisition Management

Purchase Order Management

Supplier Negotiation

Knowledge in Inventory Management

RFI, RFP, evaluation, negotiation, agreement, call-offs

Professional Experience


(2017 to 2018) SAP FICO Document Controller, Haji Hassan Group, Bahrain)

Role &Responsibilities:

Integral resource ofan implementation and roll-out project, as Document Controller

Involved deeply withdiverse aspects of integration of the project

Multi-tasking successfully, in sync with multiple teams

Utilizing past knowledge and experience of Executive Secretary

Act as a Document Controller, Lead Admin Support, and a central point of contact

Keep official confidential records and executes administrative policies determined by or in conjunction with other officials

Supervise the manager’s calendar and independently schedules appointments

Prepares memorandums outlining and explaining administrative procedures and policies to supervisory workers, and monitors compliance

Screen and respond with discretion to often highly confidential enquiries

Plan, organize, and schedule own workload so that all activities are completed accurately and on time

Perform other tasks using independent judgment and discretion

Partake in broader projects contributing to the overall strategy

from various domains and verticals, consulting the client withbest business practices and mapping those business requirements to SAP functions

Extending post-implementation support experience

(2010 - 2015)Administrative Secretary, Archirodon Construction Co., Saudi Arabia

Acted as communication liaison with parent company

Prepared daily reports for Management

Facilitated integration of company into culture of new parent company, including policies, systems, and personnel

Coordinated employee transitions associated with location closure

Managed logistics for mid-level executives during the confidential phase of shutdown

Manage and develop the existing and potential supplier pool and update the Approved Vendor List

Search for new potential suppliers, develop and set up a supplier data base

Administrative duties of Personnel department.: time sheet, manpower status, equipment status, daily production report, employee travel

Submission of daily/weekly/monthly progress report to client and consultant

Process in-coming mail; open, stamp, sort for priorities

Visited regularly to the site/plant to closely monitor in role as “Secretary Harmonization Expert”.

(1997-2009) Executive Secretary, Indus Engineering Ltd.

Directly reported to the Chairman and CEO, President, and the Executive Leadership Team

Registered vehicles, maintained insurance policies, and dealt with insurance agents regarding coverage

Preparation, submission, and follow-up of comparative statements, Quotation, B.O.Q to Government Department

Was responsible for resource allocation, review progress of the project on a daily basis, together with the team, to ensure timely delivery of project deliverables

Order follow-ups, price negotiations with suppliers and local freight forwarders etc.

Effectively managed direct reports; prioritized tasks, processed weekly payroll sign-off, and completed annual evaluations

Successfully handled all arrangements for the Quarterly Corporate Board Meeting.

Compiling of Board of Directors books, complex corporate reports including weekly Chairman's Reports, and organization chart for the corporation

Prepared extensive PowerPoint presentations for presentation to customers, staff, and Board of Directors

Resolved various queries from buyers and suppliers on a daily basis and also provided efficient and timely solutions to complex queries

Completed all client assigned tasks / trainings/SOPs on time

(1990-1996) Secretary to Executive Director, J.B. Boda Insurance & Marine Surveyors Pvt.Ltd.

Self-correspondence with the concerned personnel

Conducted Austerity Measures of time management and other records

Maintained Inter Department/ Branch coordination

Provided administrative support to President/CEO and executive officers

Planned logistics for executive travel and scheduling, meetings, conferences, and special


Handled AP activities to clear defective invoices

Coordinated day-to-day operations of the office, including: mail, phones, visitors, expenses, catering, and supplies.

Managed special projects as assigned by the President

Solely responsible for the coordination of Board of Directors meeting, including

presentations, travel, facility.

Acted as communication liaison with parent company.

Facilitated integration of company into culture of new parent company, including

policies, systems and personnel

Special Recognition: Awarded I rank in English Business Communication Skills by the In house training wing of J.B.Boda Group of Companies.

(1989-1990)Sr. Executive Secretary, Envirocare Labs Pvt.Ltd, Mumbai

Preparation, presentation & submission of Project Reports.

Processed 20-30 invoices monthly. Paid monthly vouchers for travel and sales


Improved invoice payment time 90% by tracking through A/P system and following up with approvers

Assumed responsibility for expense tracking database. Initiated and forwarded work requests

Added modules and actions, and distributed weekly activity report to relationship management team

Assisted in updating and administering emergency evacuation procedures, and safety guidelines

(1982-1989) Steno-Secretary, Aries Agro-Vet Industries, Mumbai

Prepared general correspondences, memorandums, reports, schedules, etc.

Maintained appointment calendar, scheduled video conferences and meetings

Reviewed a variety of data for accuracy to established standards and procedures

Developed Power Point Presentations for executive meetings

Initiated marketing concepts and ideas by creating graphic designs utilized for public display

Created a network database for improving the efficiency of corporate infrastructure


Undergraduate Studies: 1980-1982 Calicut University - Kerala India

-Bachelor’s ofBusiness Administration, Osmania University, Hyderabad, India


Professional Certification(s)

Professional Certification

100/80 words per minute speed in English Shorthand/ Typing

1st Rank holder in Business Communication Skills in English examination conducted by the in-house training wing of J.B.Boda & Company Pte. Ltd, Bombay.

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