Personal Assistant Executive

Zoey Brown

Executive Personal Assistant

Dubai, United Arab Emirates

Mobile: +971-**-***-****

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

D.O.B 26 / 08 / 1989

Reliable, proactive and experienced Executive Personal Assistant to C-Level Executives with excellent organisational skills and proven track record building relationships with clients and colleagues at all levels within an organisation. Possessing ten years’ experience in P.A and Administrative roles, now well-versed in providing seamless support to C-Level Executives. I am extremely ambitious and pride myself with motivational ethics beneficial both for myself and employer. Work History

Executive Personal Assistant to CEO – EMEA (Hill + Knowlton Strategies - Dubai) August 2019 – August 2020 Reporting to the Chief Executive Officer of Europe, Middle East, Africa, Turkey and India. Hill + Knowlton is a multi-national Public Relations Agency.

• Providing all aspects of support for the Chief Executive Officers daily needs including coordination of workflow and deadlines, calendar management, meetings and all other duties.

• Point of contact for EMEA for the Chief Executive officer.

• Internal and External communication with all regions on the behalf of the Chief Executive Officer.

• Ensuring the Chief Executive Officer is well informed, and all information prepared for upcoming meetings, calls and interviews.

• Shadow Chief Executive Officer email correspondence and outstanding tasks on a daily and weekly basis.

• Format information for weekly, monthly and quarterly reports for all board meetings throughout EMEA.

• Maintaining a high level of confidentiality and discretion when handling sensitive information.

• Arranging intricate travel including flights, hotels, chauffeurs for international travel for both business and personal travel.

• Coordinate internal and Client liaison across various times zones.

• Process all travel visa applications for and all employees.

• Complete timesheets (Maconomy) and expenses, and medical claims for executives and senior leadership team.

• Handle Residency Visas, Labour Cards and insurance applications for Dubai and Abu Dhabi offices, with approximately 150 staff throughout.

• Organise new employees’ relocation to the UAE and assist HR with onboarding.

• Performance management of office manager and other administration staff.

• Coordinate office drivers schedule, including Client deliveries, project-based tasks and company car maintenance.

• Responsible for all government related needs and enquires (i.e. salary updates, salary certificates etc.)

• Assist with event planning for both the business and personal.

• Organise and maintain office and staff filing system.

• Ability to work and multitask in high pressure, fast paced environment.

• Able to interact at all levels within an organisation, including board and high-status Client meetings

• General and ADHOC administrative support.

• Prepare LPO’s for invoicing.

• Business card database management.

Executive Personal Assistant to CEO – Founder (Ayana Holding – Dubai) December 2017 – August 2019 Reporting to the CEO / Founder of Ayana Holding. Ayana Holding is an internationally recognized organization with a portfolio of 16 companies. Exercising my ability to work in a high-pressure environment.

• Direct business support to the Chief Executive Officer and Management Team across Holding company totaling 16 companies.

• Maintaining a high level of confidentiality and discretion when handling sensitive information.

• Communicating efficiently and effectively on the behalf of Chief Executive Officer with Clients and Colleagues.

• Coordinate and schedule high level conference calls, board and management meetings, special events

• Ensuring senior managers are well informed and prepared for their schedule and priorities.

• Applying for and organising visa applications for Senior Management business travel.

• Business Card management, forming a database

• Tracking and managing Business Development database.

• Travel and accommodation arrangements, including Saudi Arabia invitation letters.

• Responsible for Corporate Card expenses, monitoring and Liaising with CFO regarding corporate finances.

• Organisation for self alongside others, ensuring priorities for all parties are met.

• Arranging personal travel and family related matters for Chief Executive Officer.

• Excellent typing skills with native level of both spoken and written English

• Assist with event planning for business, personal dinners, social gatherings

• Experienced user of Microsoft Office Suite including Word, Excel and Outlook. Personal Assistant to CEO / Commercial Director (LW Design - Dubai) 2015 - 2017

• Secretarial support to CEO and Managing Director (i.e. screening calls, filing relevant correspondence, printing).

• Scheduling and Coordination of CEO and Managing Director’s daily meetings / keeping diary.

• Preparing Fee Proposals, Contracts, Variation Orders for all offices.

• Filing and data entry for the necessary RFP Documents, LOA’s, Fee Proposals, Contracts for new potential projects.

• Being a point of contact for Recruitment Agencies for new staff requirements and organising interviews.

• Being a point of contact for all CEO, Managing Directors and Interiors department staff needs & requirements.

• Liaising with Clients and Subcontractors.

• Responsible for visa processes (i.e. residence visa, non-sponsored ID cards, access cards, visa transfer, visa cancellation etc.)

• Manage travel and visa requirements.

• Receiving and managing IT requests for the Interiors department, incl. LPO’s and organising call outs from the sub- contracted IT company.

• Updating & monitoring leave applications.

• Maintaining and preparing Job Descriptions for the Interiors department.

• Liaising with the receptionist regarding ordering of stationary and supplies for the Interior department

• Prepare employment contracts for Interiors and Senior staff.

• Prepare and maintain personnel records for the Interiors department.

• Maintain/Monitor leave records (sick & annual).

• Coordinate drivers for chauffeur services and project related deliveries and pick-up.

• Organising business travels for Managing Director, CEO & Interior Department (making flight / hotel / transfer bookings, arranging visa requirements, etc).

• Performing general secretarial and clerical functions for the purpose of supporting for Managing Director, CEO & Interior Department and 3 other offices worldwide.

• Substituting a colleague (another PA) for their leave.

• Preparing Employment Contracts for all staff

Manager & Personal Assistant to Managing Director (Dubai) Temp Work - 2015

• Efficiently perform and prioritise duties assigned to me as a Personal Assistant.

• Access to the Managing Directors calendar, emails, social media accounts etc.

• Implementing and maintaining procedures and administrative systems.

• Highly involved in decision making, often left solely with the responsibility to reach the best decision for the interaction with clients and customers.

• Arranging travel, visas, accommodation, car hire and insurance.

• Manage a Team of 5 including a Driver. Delegating in the absence of Managing Director, ensuring the high standards of the company are adhered to.

• Receive and coordinate daily and weekly workload for production team and driver.

• Attend meetings with or instead of Managing Director when not available.

• Creating and organising invoices for the team; relating to events, special occasions and personal orders. Covering both Dubai and Abu Dhabi.

• Receiving and devising Purchase Orders.

• Arrange, work and attend events representing the company.

• Liaising positively and professionally with account holders, investors and clients.

• Creating systems and documents to organise finances, schedules, safe counts, receipts, expense spreadsheet etc.

• Managing and tracking budgets and finances of the company.

• Depositing, Transferring, withdrawing and general banking.

• Answering calls and handling queries, relaying detailed feedback to line manager.

• Producing and administrating cooperate documentation. Bartender Pacha Ibiza Dubai (Dubai) 2014 - 2015.

Personal Assistant to Government Officer (London) 2013 - 2014. Operations, HR & Procurement Support (Interserve - London) 2012 - 2013. Statutory Compliance And Asset Management Administrator (Interserve - London) 2010 - 2012. Student Jobs

- McDonalds Restaurant – Shift Leader 2006 – 2008

- Zenith Staybrite call center, sales assistant 2006 – 2006 Relevant Qualifications

- Diploma in Social Studies

- TEFL (Teaching English as a Foreign Language) Certificate

- Film Studies and Video Production Level 3 – Diploma

- AS Levels; Media, Psychology, French, Film Studies.

- Eleven GCSE’s (Grades A – C).

Technical Skills - IT skills highly experienced in; Microsoft Excel. Microsoft Word. Microsoft PowerPoint. Microsoft Office Maximo. SharePoint. Timegate. Mentor. Touch Type. Adobe Acrobat.

References

Available on request.

Contact this candidate