Front Office Executive Assistant

INEKE D’SOUZA

Executive Assistant, Personal Assistant,

Office Administrator, Marketing Coordinator

An executive administrative professional with 20+ years of work experi- ence in the UAE in Architecture and Design, Real Estate, Humanitarian Services, Legal Firm, Logistics and Ship Chartering. Education

BSc in Business Administration

- Specialized in HRM, May 2003

Champlain College, Vermont, USA

(Dubai Campus)

Certificate in Human Resource Man-

agement, 2012-2013

Parker Consult

Basic Marketing Principles, 2013

NCC UK

Skills & Expertise

MS Office

Adobe Acrobat PRO

Adobe InDesign (Advanced)

Social Media Posts

C-Level Support

Calendar Management

Organizational Skills

Time Management

Business Communication

Travel Arrangements

Multi-Currency Cash, Credit and

Travel Expense Reporting

Debt Collection

Contract Management

Event Planning

Interpersonal Communication

Multi-Tasker

Team Player

Contact

Mobile : 00-971-**-***-****

Email : ***********@*****.***

Transferable UAE Employment Visa

Languages

Expert : English

Spoken/Basic : Urdu, French, Arabic

WORK EXPERIENCE

P.K. Holiday Homes Rental LLC,

RE/MAX P.K. Properties

Executive & Marketing

Assistant

May 2019 – August 2020

(This role was made redundant due to

COVID-19)

Property management operator for

holiday homes, operating in Dubai

since 2002. The real estate division

recently acquired the RE/MAX Real

Estate franchise.

Unica Architects

Office Manager & EA

August 2018 – January 2019

(This role was made redundant)

Unica is a multidisciplinary office with a

specialty in architecture and design.

DSA Architects International SA

(Pty) Inc.

PA, Marketing Coordinator,

Administration Supervisor &

Commercial Assistant

March 2017 – May 2018

(This role was made redundant)

DSA is an award-winning architectural

firm with offices in the U.A.E., South

Africa and Portugal.

HOK Inc., Dubai

Front Office Manager, EA &

Marketing Coordinator

April 2013 – November 2016

(This role was made redundant)

HOK is a multinational award-winning

architectural deisgn, engineering and

planning firm with 1500+ employees

world-wide

Gasaty Trading LLC, Dubai

Front Office Manager & PA

July 2012 – February 2013

(The company closed in Feb 2013)

Gasaty was a UAE-based FMCG com-

pany.

Tour & Andersson MEAI

Front Office Manager &

Marketing Coordinator

February 2007 – May 2012

(Seeking further career growth

prospects and challenges)

IMI TA is the market’s leading Bal-

ance, Control & Actuation technolo-

gy provider & specializes in designing

energy efficient HVAC systems.

International Federation of Red

Cross and Red Crescent Societies

(IFRC)

Front Office Administrator

July 2005 – October 2006

(This role was on contract basis)

The International Federation of Red

Cross and Red Crescent Societies

(IFRC) is the world’s largest humani-

tarian network that reaches 150 mil-

lion people in 190 National Societies

through the work of over 17 million

volunteers.

Taylor Wessing Legal Consul-

tants (formerly Key & Dixon)

Front Office Administrator &

Finance Assistant

May 2003 – June 2005

(Seeking further career growth

prospects and challenges)

Taylor Wessing is an international

law firm, working with clients in the

world’s most dynamic industries.

Linden Shipping International

LLC, Dubai (L.S.I.)

Office Manager &

HR Administrator

February 1995 – April 2003

(Seeking further career growth

prospects and challenges)

L.S.I. is a Marine Chartering, Towage

and Ship-building Company estab-

lished in Dubai in July 1994.

INEKE D’SOUZA

Continued / Page 2

Guides, managing the firm’s client

bank accounts in the absence of

the CFO.

• Prepared cheques as per Fee

Earner’s instructions, managed

daily tasks and general accounting

entries.

• Provided legal secretarial support

for all Lawyers and Partners, gen-

eral file management and audio

typing.

Logistics Assistant - FMCG

• Corresponded with global suppli-

ers for logistics and documenta-

tion. and with local storage facility

for warehouse requirements and

stock-count.

• Produced invoices, supervised

container movements.

• Corresponded directly with DED,

UAE Customs and Inspection De-

partment and Dubai Municipality.

• Inputted data for FIRS and Custom

Inspection appointments.

Office Coordinator - Humanitarian

Services

• Supported the Director of the Re-

gional Base. Sustained professional

rapport with IFRC HO in Geneva

and bases in regional countries.

• Maintained master files of incom-

ing documents, invoices, Delivery

Notes, Goods Received Notes, POs

and Requisition Databases.

• Archived all confidential files.

• Arranged complex travel and visas

to affected zones for delegates.

• Corresponded with MOFA Dubai

and Abu Dhabi for Delegates’ ID

cards and UNO registrations and

diplomatic licence plates.

Free Zone Knowledge

• Coordinated directly with JAFZA,

DAFZA, SAIF Zone, FFZA for visas,

trade licence renewals, labour

cards, visa letters and complete

office set-up and fit out.

DUTIES &

RESPONSIBILITIES

EA, PA & Office Administration

Skills

• Front Office Management, meet-

ing clients, maintaining best first

impressions.

• Diary management for senior

management, screening phone

calls, scheduling appointments

• Organising complex travel and

visa arrangements, drafting busi-

ness correspondence.

• Preparing multi-currency expense

reports.

• Negotiated tenders for courier

companies and AMCs for suppliers

of office equipment and furniture.

• Successfully coordinated office

functions and corporate events,

In-house Seminars, Outdoor

Seminars and Training Workshops

(200+ pax capacity), Regional

Sales Conferences and Annual

Office Functions.

• Designed and produced all office

marketing materials, books, bro-

chures, stationary and awards for

distribution.

• Managed complete office set-

up and fitout, utility registration

and payments, licence renewals,

employee visas, renewals and

cancellations.

Marketing Coordinator &

Commercial Assistant

- Architecture & Design

• Prepared client reports, PQQs,

EOIs, RFQs EOIs, and marketing

proposals.

• Supervised large-scale project

submissions, reports and special

assignments, by establishing team

objectives and time-lines for on-

time submissions.

• Collaborated with practice leaders

to establish priorities and proto-

cols for RFPs and other marketing

related inquiries.

• Maintained flexibility to support

various global teams, all levels of

internal management and staff, as

well as clients and vendors.

• Coordinated services of outside

graphics and reprographic ven-

dors for marketing needs.

• Prepared and updated corporate

resumes.

• Maintained and updated all mar-

keting files. Interacted frequently

with Global Marketing Teams to

obtain and update information as

needed.

• Archived the storage of confiden-

tial project files spanning over 10

years.

• Successfully delivered top-quality

reports and qualification packages

with winning results.

• Designed report templates, bro-

chures and letterheads.

• Worked closely with design spe-

cialists for online adverts on social

media accounts, posts and blogs.

• Prepared and updated all client

and sub-consultant contracts for is-

sue, follow-up and filing, including

updating the contract logs and

Finance Dept for billing purposes.

HR Administrator & Assistant

• Posted JDs for recruitment sites

and social media. Reviewed ap-

plications and interviewed candi-

dates.

• Maintained files for Finance and

HR and designed flow-processes

for joining staff for PRO.

• Prepared leave schedules, record-

ed time-sheets, calculated cash dis-

bursements, salaries and gratuity

payments.

• Successfully resolved labour

disputes directly with the UAE

Labour Department.

Finance Assistant, Secretarial &

Admin Support

- Law Firm

• Provided front-office support and

logistics of services. Reported to

the Chief Financial Officer.

• Provided month-end balances, in-

putted disbursements onto Billing

Contact this candidate