Executive Secretary Central Public

CURRICULUM VITAE

Anil Kumar Dudam,

Flat No. ***,

Building No. H06,

China Cluster, International City,

Dubai, United Arab Emirates.

Ph: +971-********* / +91-582****** Email: *********@*****.*** Objective:

Seeking a challenging position that will enhance my skills, cultivate habit of taking challenging assignments and allow me a scope for upward movement. Profile:

Graduate in Computer Science from Osmania University coupled with a Certificate in Higher Grade

(120 WPM) – English Shorthand along with 19 Years experience as a Stenographer / Secretary / Executive Secretary / Executive Assistant.

Educational Qualifications:

Academic : B.Sc in Computer Science from Osmania University (1997-2000) Technical : English Shorthand – Higher Grade (120 WPM) Computer Skills:

Operating Systems : MS-Dos, Windows 98.

Package : MS-Office. (Proficient in Ms-Word & Ms-Excel, Ms-PowerPoint) Strengths:

Flexibility to work combined with positive attitude and approach and coordination to work as a team with an interest to develop new skills.

Experience:

(i) Working as an Executive Secretary to Director, Internal Audit Department in Al Shirawi Group in Dubai, UAE from Feb 2017 to till date. Responsibilities:

All the secretarial duties viz. taking dictations, checking emails, maintenance of files, organizing and maintaining diaries and handling appointments, maintaining business cards and telephone directory, flight ticket arrangement by follow up with the travel desk, etc

ISO Coordination – Being with Management Representative and Internal Audit Department, on monthly basis coordinate with all departments for their KPIs (both department and their employees) and with concerned unit auditors for Bank Reconciliation Statement, Petty Cash Verification Statement & Inter-company Reconciliation Statement and many other documents viz audit report tracker, rotation chart, minutes of finance & audit committee and operations committee meetings, etc, which are required to be documented as per the ISO Standard & Procedure.

Trade License Fee – Coordinate & remind for the required documents related to employees with the concerned units and make sure that they reach our PRO Department in time to reduce the trade license fee at the time of its renewal.

Auditing / Checking the Air Fare of the entire group on monthly basis as per the prescribed policy. Auditing Warehouse invoices on monthly basis. Checking the export/import documents to see whether they comply with the VAT regulations. Audit of one of our Warehouse (Storage) Invoices before sending to customers for payment

Coordinating with Speakers, Star Hotels (for Conference / Ball Rooms and Stay), Travel Agent (for Visa & Ticketing, Marhaba), Local Conveyance, etc and for all Logistics related to the Techinical Seminars / Worskshops / Events conducted by ICAI UAE Dubai Chapter. Minimum of 3 events / workshops / seminars are conducted.

Software Change Request in Oracle – Act as a point of contact from IA between IT and Units for auditing the Software Change Requests and approving/rejecting the same on behalf of IA based on the unit auditor recommendations.

Preparing, Sending & Follow Up of Sponsorship Proposals, Agreements, Invoices, etc to the Sponsors. Updating the profile of ICAI UAE Dubai Chapter on regular basis.

Searching Chartered Accountant on Linkedin who are not our members and sending them Membership Requests and follow up till they become the members of our Chapter.

(ii) Working as an Executive Secretary to Director in Gulf Consulting House in Al-Khobar, Saudi Arabia, from Jan 2015 to Oct 2016.

Responsibilities:

All the secretarial duties viz. taking dictations, checking emails, maintenance of files, organizing and maintaining diaries and handling appointments, maintaining business cards and telephone directory, flight ticket arrangement by follow up with the travel agent, etc

Email Processing, replying to the companies (info & vip) emails by coordinating with the Legal Consultants & the Director. Make sure that all the emails are replied in an efficient & timely manner.

Attending the new enquires (both on phone and email) of the new & existing clients, route them to our Legal Consultants, arrange meetings with the clients and make them understand the whole process for setting up of their companies in Saudi Arabia as per the regulations of Saudi Arabia General Investment Authority (SAGIA).

Preparing Service Offers and send the same to the clients. Follow up the same on regular basis until the client signs the service offer and make the advance payment. Thereafter, act as a point of contact through emails between the clients and the company for addressing all the queries / enquiries / procedures until successfully obtaining the Investment License from SAGIA & Commerical Registration from Ministry of Commernce for the client companies.

Sending invoices (with coordination with accounts department) to the clients as per the fee clauses in the agreed service offer and following up on the same for payment.

Scheduling & attending meetings, invite all related parties to the concerned meeting, distribute minutes of meetings along with the action plan delivered from the meetings. Communicate the decisions came out in the meetings to all the concerned parties.

File and archieve (both physically & electronically) all the documents & offers, correspondences are recorded in accordance with the approved archiving system and as per the Directors instructions.

Preparing various MIS reports and updating the Director of all the matters viz status of service offers sent (accepted/declined/communication in progress), pending emails list,etc.

(iii) Worked as an Executive Secretary in Mumbai International Airport Pvt Ltd (i.e. GVK) from Jun 2008 to Jan 2015.

Executive Secretary to CFO & Company Secretary from Apr 2012 to Jan 2015. Responsibilities:

Assist CFO in all his day-to-day work activities, organizing and maintaining diaries and handling appointments, taking dictations, attending phone calls, maintaining business cards and telephone directory. Screening the papers, emails, reports, faxes, letters, etc. Group them subject and issue wise. Handling routine correspondence and mails either by responding or routing them to the right individual for further action. Maintaining up to date files and records (physically and electronically) in order to provide better feedback as and when needed. Maintaining confidentiality of information and documents.

Arranging for the travel of CFO/Board of Directors/Auditors by coordination with the Travel Desk. Arrange for guest house/hotel stay and car pickup/drop for all concerned to Finance Department in an appropriate manner and within the cost frame defined in the company policies. Co-ordination with other offices in India for local transportation, accommodation, etc. Create itineraries for CFO’s travel.

Fixing up all internal and external meetings. Co-ordination with divisional heads within the organization. Fixing up regular meetings of all heads from time-to-time for smooth functioning in the office. Co-ordinate with other assistants in and out of organization for proper synchronization of the appointments confirmed. Arranging the meetings by sending out the schedule and ensure all are available. Greet the guests till the CFO does not arrive. Attend the meetings as and when required and prepare the minutes of meetings and circulate the minutes to all attendees and constant follow up with the concerned on decided action points for putting it to further discussion for next scheduled meeting.

Executive Secretary to Vice President (Development Planning) from June 2008 to April 2012.

Responsibilities:

Assist Vice President in all his day-to-day work activities, organizing and maintaining diaries and handling appointments, taking dictations, attending phone calls, maintaining business cards and telephone directory.

Screening the papers, emails, reports, faxes, letters, etc. Group them subject and issue wise. Handling routine correspondence and mails either by responding or routing them to the right individual for further action.

Maintaining up to date files and records (physically and electronically) in order to provide better feedback as and when needed

Liaise regularly with Airport Authority of India (AAI), Central Public Works Department (CPWD), and National Aviation Company of India Ltd (NACIL) and also to have regular contact with Contractor (L&T) up to the senior most level.

Arrange meetings & conference room for meetings – send out times and dates, manage co-ordination of diaries to ensure all necessary attendees are available. Ensure adequate background papers are available well before the meetings.

Arranging for Vice President’s travel and hotel/guest house accommodation by follow up with the travel desk.

Personally meeting and greeting visitors at all levels of seniority and make sure they are well greeted until they meet Vice President.

Attend meetings / calls as appropriate and take accurate minutes of meetings. Circulate approved minutes to all attendees in a timely manner and follow up on individuals actions prior to the next scheduled meeting.

Manage expense claims and ensure accuracy and timeliness. Follow up to ensure claims are processed and report delays.

Receive incoming expense claims that require approval; check for accuracy and compliance and forward for payment. Ensure claims are within the company policies and duly approved as per internal guidelines.

Maintaining confidentiality of personal, official information and documents.

Downloading drawings, specifications, presentations from the sub-contractors server and posting it to our local server and advising related department / team / persons to review the same.

(iv) Worked as a Secretary-cum-Executive Assistant to Director in ‘VIDEOCON INDUSTRIES LIMITED’, MUMBAI, from July 2006 to June 2008. Responsibilities:

All the secretarial duties viz. taking dictations, checking emails, receiving and sending faxes, answering to emails that are under my purview, maintenance of files, maintaining calendar, travel / expense reimbursements, etc.

Looking after all the correspondence relating to Realty and Infrastructure Division.

Ticketing (Domestic), Travel / Accommodation arrangements to VIP’s by regular follow up with our people throughout India.

Appointment Maintenance, Arranging Meetings, etc and all secretarial related works.

Arranging/Follow-up for appointments with Senior Officials in various State Government Offices viz MIDC, MMB, MMRDA, and also meeting them personally and maintaining good cordial relationship with them.

(v) Worked as a Sr. Officer-cum-Stenographer from July 2005 to July 2006 having transferred to ‘NCL INDUSTRIES LIMITED’ in the Marketing Dept., of Boards Division, Mumbai Branch.

Worked as a Stenographer from June 2004 to July 2005 in ‘NCL INDUSTRIES LIMITED’ in the Marketing Dept., of Boards Division, Hyderabad. Reporting to Sr. General Manager & Vice President, Marketing Division. Responsibilities:

Nature of job includes note-taking from the concerned management and corresponding with the respective departments, taking down Dictations, checking emails, receiving and sending faxes, answering to emails that are under my purview, sending weekly mails to all the sales personnel regarding their targets vs achievement position through email, maintaining files of distributors, dealers, etc.

Preparing Incentive Statements, Target Vs Achievement Statements of the field staff, Profoma Invoices, etc (in Ms-excel).

Ticketing (Domestic), Vehicle / Accommodation arrangements by follow up with our sales personnel throughout India.

Entering Distributors Order in the Company’s software package and generating Order Acceptance Reports from the software package and mailing it to the Site Office

(Factory), generating reports from that package regarding the Monthly Orders placed by Distributor, Sales Personnel, Branch Offices, which helps in determining the No.1 or Best Distributor / Sales Personnel / Branch Office of the year.

Regular follow up with the Site Office regarding the dispatch of the materials to the distributors, attending to the general enquiries regarding the product’s thicknesses, sizes, colours, rates, etc over telephone, and if there are any technical enquiries, I make sure that some one in the sales team meet them personally, answer their queries, and get the order processed.

Monitoring the sales personnel activities and active coordination with them, checking their daily contact reports, local traveling allowance bills, tour expenses, etc and certifying the same to get Vice President’s approval and forward them to Accounts Department to process the same.

(vi) Worked as a Stenographer cum DTP Operator (Examination Branch Sub-in-charge) from January 2002 to June 2004 in ‘CVR College of Engineering’ Ibrahimpatam. Additionally, handled the position of Personal Secretary to Principal. Reporting to Principal & Examination Branch In charge. Responsibilities:

Taking down Dictations, sending faxes, letters and general correspondence with University.

Preparing / Maintaining Marks List (both internal & external), Attendance of Students

(in Ms-excel) & sending monthly letters to their parents regarding the Attendance percentage and Internal Marks of the Students.

Typing Question Papers for Internal Examinations, Decryption & Printing Final Examination Question Papers from the CD given by JNTU, Planning & Preparing Seating Arrangements for Students during Final Examinations, etc.

(vii) Worked as a Stenographer on an Ad hoc/Contract basis from September 2000 to January 2002 in ‘IDL Industries Ltd’ – an Explosive products manufacturing company of HINDUJA GROUP making a turnover of more than Rs 200 Crores in F-02. Reporting to General Manager, Finance Department

Responsibilities:

Data Entry of last 8 years Journal Vouchers in Foxpro as well as in BAAN Package and generating reports from the same.

Preparing various miscellaneous statements in Ms-Excel.

Taking down Dictations, sending faxes.

Maintaining up to date files.

Keeping track of general correspondence for payments to vendors. I am fully aware of the importance of faithfulness, obedience, confidentiality, note-taking and public relations, the qualities which are essential for a successful Stenographer or a Secretary. CORE RESPONSIBILITES:

File Management - Both physical and electronic.

Email Management - Communicate and handle incoming and outgoing electronic communications on behalf of the manager.

Travel Management - Arrange travel booking like Flights, Car, Hotel Booking for the manager and research on best possible Flight rates with respect to Date and Time.

Calendar management, fixing appointments and meeting with the concerned persons / departments and making necessary arrangements for the meetings.

Answer phones calls on behalf of the manager and guide all incoming calls promptly and efficiently.

Ensure all confidential and sensitive information is securely maintained..

Taking Dictations in English Shorthand when required. PERSONAL PROFILE:

Name : D. Anil Kumar

Father’s Name : D. Ashok Kumar

Date of Birth : 12

th

April, 1980

Languages Known : English, Hindi and Telugu

Permanent Address : Plot No. 64, H. No. 4-64,

Jaya Prakash Narayan Nagar Colony,

Miyapur, Hyderabad – 500050.

Telangana State, India

Flat No. 102, A-Wing,

Om Sai Aaradhana CHS, Deshmukh Residency,

Shiv Vallabh Road, Ashokvan,

Borival (E), Mumbai – 400 066.

Maharashtra State, India

Present Address : Building No. H06, Flat No. 320

China Cluster, International City,

Dubai, UAE.

Place: Dubai

(D. ANIL KUMAR)

Date: August 1, 2020

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