CURRICULUM VITAE

Personal Details

Name: Ramola D’Souza

Permanent Address: Al Quasis, Dubai, UAE

Date of Birth: 30th September, 1981

Marital Status: Married

Visa: Resident Visa (Husband’s sponsorship)

Cell No: 971-**-*******

Email id: adn7lq@r.postjobfree.com

Professional Objective

To perform any challenging role in a progressive environment with a sense of purpose which helps in utilizing and enhancing my skills and to grow in the organization. To be able to use my abilities and skills in the development of the organization to the fullest thereby adding to the progress, success and well being of the company/organization. Educational Details

Executive Secretarial Diploma

• Completed the same through Burnley’s Commercial College, Mumbai

• Subjects covered were Shorthand, Manual & Electronic Typewriting, Office Management

(including elements of Book-Keeping, Filing, Commercial English, Business Terms, Personality Development, Human & Public Relations, Practical Office Routine, Mailing, Telephone Manners, Travel Arrangements, Etiquette etc)

• Overall Grade – 1st Class

• Course Completed in January 2005

• Highlight: Was the 1st to get a job from the batch at Citigroup, Mumbai Bachelor of Commerce

• Bachelor of Commerce from Mumbai University

• Specialization in Accounting & Financial Management

• College Attended – KJ Somaiya College – Mumbai

• Overall Grade – 1st Class – 67%

• Passing Year – March 2002

Schooling

• Attended Fatima High School – Mumbai

• Overall Grade – 1st Class – 72 %

• Passing Year – March 1997

Additional Qualification Details

Attended the Times Centre for Communication Workshop for Advanced Written & Verbal Communication Skills with London Institute of Corporate Training conducted by Ms. Bachi Karkaria

(Consulting Editor, Times of India)

Duration: June 2008 to October 2008

Computer Education

Advance Computer Skills in MS Office (Word, Excel & Powerpoint), e-mail & internet. Well Versed with Advance tools, graphs & charts.

Professional Experience

• Dmg World Media Ltd (Dubai, UAE) – Worked as an Executive Secretary/Personal Assistant to the Chief Executive Officer (CEO) and President of the Middle East, Asia & Africa division

Duration: March 2014 to September 2016 (2 years & 7 months) o Complex calendar management and scheduling meetings pertaining to various time zones across the globe

o Coordinating with various departments like Human Resources, Finance, IT Housekeeping, Travel desk as well as clients, suppliers etc. o Screening telephone calls, enquiries and requests and handling them as desired o Booking air tickets for the CEO, President and Vice President o Making arrangements with respect to car & hotel for the senior management o Processing Visit Visa’s/Resident Visa’s for all the Offshore Consultants o Processing business Visa's for the CEO, President and the senior management o Producing documents, briefing papers, reports and presentations for meetings o Organizing and attending meetings and ensuring that the CEO/President is well equipped with all the relevant papers, presentations and documents for meetings at his ready disposal

O Preparing and circulating the agenda and minutes for t he management meeting o Collating data, printing and distribution of management reports o Ordering for lunches/tea’s and coffee’s and ensuring the smooth functioning of the management meeting

o Planning city and property orientations for high profile delegates/clients o Handling petty cash and cash vouchers on a daily basis o Drafting letters and emails on behalf of the CEO/President o Filing, faxing, scanning, printing as well as fixing appointments with various internal clients o Distribution of inward/outward mail

o Completing all the expense claim forms pertaining to conveyance, field, business promotion, cell bills, medical bills, travel expense statements etc.

• American Hospital (Dubai, UAE) – Worked as a Secretary to the IT Director & IT Manager as well as worked as a Project Coordinator for all the Health Information Technology (HIT) Projects

Duration: April 2011 to February 2014 (2 years & 11 months) o Coordinating with various departments like Administration, Human Resources, Finance, Housekeeping, Travel desk as well as clients, suppliers etc. o Screening telephone calls, enquiries and requests and handling them as desired o Booking air tickets for all the IT Consultants and the IT Director/Manager o Making arrangements with respect to car & hotel for the all the IT Consultants o Processing Visit Visa’s/Resident Visa’s for all the Offshore Consultants o Producing documents, briefing papers, reports and presentations for meetings o Organizing and attending meetings and ensuring that the Director/Manager is well equipped with all the relevant papers, presentations and documents for meetings at his ready disposal

O Taking down dictation, preparing the agenda and drafting minutes f or various inter- department meetings

o Handling Petty Cash and Vouchers on a daily basis o Drafting letters and emails for the Director/Manager o Filing, faxing, couriering as well as fixing appointments with clients o Distribution of inward/outward mail

o Complete calendar management for both the IT Director and the IT Manager o Completing all the expense claim forms pertaining to conveyance, field, business promotion, cell bills, medical bills, travel expense statements etc. o Maintaining the attendance, absentee and resignation records of all the team members

o Aiding team members with their timesheets on a monthly basis to ensure they get their salary every month

o Regularly coordinating with the Human Resource Department for monthly salary processing

& solving salary related issues for the entire team o Coordinating regularly with the Housekeeping department for any housekeeping related issues

o Organizing and coordinating with various hotels for the best packages in case the Director/Manager wants to travel abroad on an official trip o Maintaining a stringent filing system for all the important AMC & License files o Maintaining team members Probation/Recontracting records o Maintaining Annual leave record

o Ordering for stationery, printer cartridges & fax rolls for the team o Assisting the new recruits with their orientation plan and briefing them on all the rules and regulations of the Company and on all the necessary procedures o Booking of IT Training Rooms for the entire Hospital o Sending birthday wishes and ordering for flowers and chocolates accordingly o Scheduling candidate interviews on a regular basis o Attending to IT Helpdesk calls and routing it to the right engineer o Filling in the required catering request forms for organizing lunch/refreshments at various meetings/conferences

o Maintaining a list of international phone calls made to overseas clients for official reasons

o Coordinating with the Facilities Department for access card and car parking cards for the IT team as well as keys required for main doors/cabinets etc o Maintaining various forms for the IT Department such as Personal Action Form, Overtime Form, Candidate Interview Form, Performance Appraisal Forms, Email Agreement Forms etc.

o Maintain Returnable Hardware Items that have been taken by the vendor for repairs/replacement. Also accepting the delivery of the same thereby informing the hardware team of their collection

o Maintain details of all quotes received from clients/hardware vendors, initiating the follow up with Materials Department for their purchase order and then following up with the vendors for their repair/delivery/installation or replacement. In addition also processing their invoices as and when obtained thereby maintaining a detailed track record of the same.

o Providing the hospital staff with their Meditech user id’s and passwords and obtaining their signatures on the forms

o Maintaining an extensive database of the Meditech/Lawson Users who have been assigned with user id’s

o Following up for departure clearance forms with the HR and filling in the User Removal Form thereby also deactivating the user’s access and attaching the departure clearance form and following up with the team to deactivate their Meditech/Lawson/Windows/Email/Medicom/Medisolv user ids

• Times of India Group (Mumbai, India) – Worked as an Administrative Assistant and as a Senior Officer to the General Manager at the Head Office in VT Duration: November 2005 to January 2011 (5 years & 3 months) o Coordinating with various departments like Administration Department, Hr Department, Finance, Travel desk as well as clients, suppliers etc. o Screening telephone calls, enquiries and requests, and handling them as appropriate o Booking of tickets for air, road & rail as well as for the entire West Region o Making arrangements with respect to air, car & hotel for the team o Updating the Jet Miles & King Miles points regularly o Producing documents, briefing papers, reports and presentations o Organizing and attending meetings and ensuring that the manager is well prepared for meetings with all the relevant papers, presentations and documents at his ready disposal o Taking down dictation and recording minutes of the meeting o Handling Petty Cash and Vouchers on a daily basis o Drafting letters, emails

o Filing, faxing, couriering as well as fixing appointments with clients o Completing all the expense claim forms pertaining to conveyance, field, business promotion, cell bills, medical bills, travel expense statements etc. o Updating the attendance

o Coordinating regularly with the Administration department for any housekeeping related problems

o Regularly coordinating with the Human Resource Department for monthly salary processing

& solving salary related issues for the entire West Region o Organizing and coordinating with various hotels for the best packages available for conferences both national and international

o Maintaining office space and monitoring office

Also acted as a Sales Support to my Boss’s Sales Team with respect to o Following up with sales clients

o Maintaining a regular excel sheet on Revenue losses incurred by the Sales Team in the West Region due to editorial, pricing & other related issues o Maintaining an extensive client database

o Updating the fortnightly retainer list

o Approving Sales Order’s, leaves etc.

o Coordinating with the IT department

o Assisting the new recruits by creating timescape ids, timesmail ids, arranging for PCs, getting their phone extensions working. Also helping the new joinees with all the joining formalities related to Administration, Human Resource, IT, I card etc. o Ordering for visiting cards

o Processing of Gift Vouchers

o Ordering for stationery, printer cartridges & fax rolls o Making guest house arrangements for team members traveling out of Mumbai on Sales calls o Ensuring that the ex-colleagues get their Full & Final settlement, PF etc. by coordinating with the Finance department

In addition to all the above I also used to do a page in Bombay Times called the Television

& Radio page which is a 365 day page that goes across All India and is published in 15 different editions of the Times of India across India and was solely handled by me. o Coordinated on a daily basis with all the Star TV Channels, Zee TV Channels, All the Sony Entertainment Channels like Sony, Max, Sab, also coordinated with Channels like Colors, Imagine and 20 other more Channels in addition to all the above and printing all their matter along with a picture and a highlight for that particular channel and for that particular day. We had started out with only 6 to 7 channels and today we can boast of 25 Channels added onto the listings page in a span of 2 years. All these Channels pay us a minimum of 2 Lakh per month. Hence the page carries a revenue of approx. 60 to 70 Lakhs every month

o Met every expectation & provided utmost client satisfaction while juggling with all the other day to day Secretarial, Admin, Finance & Human Resource functions o Solely designed this Listing Page which I have learnt by merely observing the Bombay Times designers and since then have done the entire designing of the Listings Page on Quark software all by myself which is a very tedious job. This particular responsibility was that of the Bombay Times designers, however, I was eager to add on to my responsibilities

& was open to learning new processes thereby increasing my responsibilities and hence took on the additional responsibility of designing the listings page

• Millipore (India) Private Ltd (Mumbai, India) – Worked as a Secretary to the General Manager in the Bioprocess Department

Duration: June 2005 to Oct 2005 (5 months)

o Processing of sales orders on JD Edwards software o Providing excellent customer service with regards to the product and service o Daily follow-ups and self-correspondence

o Preparing quotations & orders

o Fixing client meetings & appointments

o Making bookings with respect to air, car & hotel o Preparing expense claim forms, Filing, Faxing, Couriering, E-mailing, Drafting letters to clients

o Regular client Follow-ups

o Coordinating with other companies for C forms and updating the same on MRMS software, etc.

• Citigroup (Mumbai, India) – Worked as a Secretary to 4 Vice President’s and 1 Assistant Manager

Duration: January 2005 to April 2005 (3 months)

o Fixing client meetings & appointments

o Making arrangements with respect to air, car & hotel o Updating the Jet Miles & King Miles points regularly o Producing documents, briefing papers, reports and presentations o Organizing and attending meetings and ensuring that the VP’s are well prepared for meetings with all the relevant papers, presentations and documents at his/her ready disposal

o Taking down dictation and recording minutes of the meeting o Handling Petty Cash and Vouchers on a daily basis o Drafting letters, emails

o Filing, faxing, couriering as well as fixing appointments with clients o Completing all the expense claim forms pertaining to conveyance, field, business promotion, cell bills, medical bills, travel expense statements etc. o Updating the attendance

o Coordinating regularly with the Admin department for any housekeeping related problems

o Regularly coordinating with the Human Resource Department for monthly salary processing

o Organizing and coordinating with various hotels for the best packages available for conferences both national and international

o Maintaining office space and monitoring office

o Ordering for visiting cards

o Processing of Gift Vouchers

o Ordering for stationery, printer cartridges & fax rolls

• WNS Global Services Private Ltd (Mumbai, India) – Worked as a Sr. Quality Assurance Executive

Duration: June 2004 to September 2004 (4 months)

o Monitoring of agent calls

o Providing the agents with appropriate feedback so as to help them to get a good overall quality score and ensuring that the customer is provided with excellent and outstanding service.

• Intelenet Global Services Ltd (Mumbai, India) – Worked as a Sr. Customer Service Professional

Duration: April 2003 to May 2004 (1year & 2 months) o Interacting with US clients as well as cross selling o Providing them with utmost customer satisfaction by resolving service related issues thereby making the customer feel like a king

• SITEL India Private Ltd (Mumbai, India) – Worked as a Customer Service Professional

Duration: August 2002 to March 2003 (8 months)

o Interacting with US clients as well as cross selling o Providing them with utmost customer satisfaction by resolving service related issues and ensuring that the customer receives utmost satisfaction thereby creating a win-win solution

Core Strengths and Competencies

Confident, Creative & Smart Extremely Pleasing Personality Honesty & Integrity

Excellent and Sound communication &

inter-personal skills

Customer Relationship Management Good presentation skills Planning & execution of deadlines Computer savvy

Setting stiff targets & achieving them Office management & Administration Awards & Accolades-Awarded best

Secretary

Sound planning, organizational & interpersonal

skills

Well Organized & an Efficient Team Player Coordination & liaison Business development Loyal & Disciplined

My Areas of Expertise

o Efficiently working in a Team

o Working in a Team of senior officers equipped to handle day to day operations o Conducting Training on various Subjects like Soft Skills, Motivation, Problem Solving, Team Work

o Operational Problem Solving

o Multi-Tasking – Working on various assignments & handling multiple responsibilities in areas outside the main area of operations

Soft Skills

o Keen Listening

o Brain Storming & Problem Solving

o Pro-Active & Hardworking

o Creating Win-Win Solutions

o Sound execution of tasks assigned

o Timely meeting of deadlines

o Motivation Skills

o Excellent organizational skills

o Providing excellent customer service

Languages Known

• English

• Hindi

Hobbies

• Reading

• Baking

• Cooking

• Swimming

References

To be provided on request

Thanks,

Ramola D'Souza

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