Personal Assistant Executive
Resume:
KAREN D’SOUZA
Phone: +(971-*********
Email: *************@*****.***
LinkedIn:
https://www.linkedin.com/in/karen-
dsouza-0a051919/
About Me
My
Information
References
Provide comprehensive administrative and personal support to the CEO and VP’s, with a scope of responsibilities that includes:
Managing business and personal travel – visas, flights, accommodation and transfers for all necessary personnel
Maintaining an updated calendar for all meetings for the CEO, VP’s and Business Unit Heads and printing of agendas and meetings notes (local and international) for business trips and preparing documentation for meetings, collation of reports, business presentations etc. before each meeting.
Timely payments of bills – Credit Cards, Mobile Phones, DEWA etc.
Creating and maintaining a filing system for personal records and notes & recording expenses related to business & personal dealings
Creating and maintaining an up-to-date record for all international travel requirements, various visa expiry & renewal dates, international driving licenses, various memberships e.g. Emirates Skywards, Hilton Honors, Harrods, and Accor Hotels etc.
Assisting for various exhibitions locally and internationally: Gulfood
(yearly events held in February and November), Anuga (Europe Exhibition), I-Oman exhibition. Overall supervision of stand space during the exhibition, arranging meeting schedules are a few of the listed responsibilities.
Responsible for sourcing, evaluation, recommendation & comparison of personal insurance, vehicle insurance, travel insurance as well as personal travel related matters of family members (CEO’s wife, parents & in-laws), property related matters etc.
Food Specialties Limited, Jebel Ali, Dubai, UAE
Personal Assistant to CEO February 2017 – December 2020
Strengths
* Available on request.
Detail-oriented and highly organized Personal Assistant with over 13 years of professional experience in providing seamless support to C- Level executives.
I’m also required to independently execute administrative duties, scheduling appointments and travel, event planning responsibilities among other tasks.
Seeking a position with a reputed firm that allows growth in learning, both personally and professionally.
Work Experience
* Confident, motivated & hardworking
* Team player & excellent people
management skills
* Organized and determined
Education
Goa University, Goa, India
* Master of Arts in March 1999
* Bachelor of Arts in March 1997
African Commodities DMCC, JLT, Dubai, UAE
Executive Assistant to Business Administrator May 2015 – January 2017 Provide business support to the Business Administrator of the company.
Maintained and updated a weekly Travel Calendar for all Company shareholders and managers and kept them abreast of their schedules.
Maintained an up-to-date medical appointment record for all Shareholders and their families and well as updated their yearly medical insurances, claims and reimbursements.
Keeping updated expense approvals and claims along with timely payments on their respective credit cards.
Managing visa documentation and updating visas whenever required for the shareholders, employees and clients.
Managing bookings related to accommodation and travel for employees travelling and clients visiting Dubai.
Employee travel to Nigeria which involved booking of additional baggage and their airport pickup and drop schedules.
Assisted in administrative duties for staff which included – o Attendance management
o Mobile and sim card - requisitions, bill payments and deactivations o Asset management - company vehicles, maintenance & servicing, Salik payments. o Office Supply management & Petty cash updates.
o Drivers Log Sheet
Sun Global FZCO, JLT, Dubai, UAE
Executive Assistant to Management July 2011 – Apr 2015
Report to the Chairman and the Board of Directors of the company.
Responsible for scheduling meetings, taking down minutes of meetings and managing their diaries.
Organize & Filing of confidential documents for the Management which includes the CM, MD, ED and COO.
Make the necessary travel arrangements for the Management and employees when necessary and maintaining records e.g. ticket details, itinerary details, hotel bookings etc.
Deal with opening of personal mail for the management and drafting official correspondence for them as and when necessary.
Prepare payments as and when necessary to pay the Chairman’s personal credit cards, insurance premiums, etc.
Take care of Trademark registration for the company brands.
Handle customer service for Auto Mechanica 2012 by organizing the takeaways, taking pictures, overall supervision of the stall, greeting potential clients visiting the stall and giving them a brief overview of our brands
Dynasty Zarooni Inc.,JLT, Dubai, UAE
Office Administrator August 2007 – June 2011
Reported to the Chairman, Managing Partner, Chief Executive Officer and Chief Financial Officer of the company. Responsibilities included greeting clients that come in and directing them to the concerned department, answering calls at the front desk, maintaining details of all employees e.g. processing visa requests as and when necessary.
Sent out the latest Availability sheet that has all the details for all properties to clients.
Maintained leave records for all employees. Filed of confidential documents and ordering stationary when needed. Supervised the duties carried out by the office assistants on a daily basis. Drafted official correspondence for the Chairman, CEO, COO and the CFO.
Interacted with Recruitment Agencies and scheduled and taking Interviews of candidates that are selected. Carried out Inductions for new employees and making them aware of the company rules and regulations, dress code etc.
Prior Engagements
Remote Software Solutions, Goa, India January 2006 to July 2007 IT Trainer (Microsoft Office 2003 Applications)
Responsibilities included live virtual classes over the computer using a voice and screen sharing software. Teaching application Tools like MS Word, PowerPoint and Excel 2003 to local as well as International clients (U.S and U.K).
Other Engagements
Intelenet Global Service, Mumbai, India January 2003 to March 2005 Senior Customer Service Representative
Worked on a short assignment for a BPO Company for an inbound Process called “Household credit Cards” providing customer service and up selling of protection plans, and insurance etc. for US clients. EFunds International, Mumbai, India November 2001 to November 2002 Customer Service Representative
Worked on a short assignment for a BPO Company as a fresher for an inbound process providing customer service and up selling of goods and services like magazine subscriptions, vitamins, etc. for US clients.
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