Personal Assistant Executive, Office Manager - HR Executive

CHARLOTTE

VAZ

PROFILE

Experienced Professional with 22

years’ of U.A.E. experience in Office

Management, Human Resources,

Office Administration, Personal

Assistant, Sales & Marketing, Tender

Support, works independently, strong

ability to multitask, detailed oriented,

strong communication ability & time

management skills. Not to mention a

resourceful and energetic individual

who is comfortable with being a

‘go-to’ person.

CONTACT

MOBILE:

INDIA: +91-932**-*****

EMAIL:

************@*****.***

AREA OF EXPERTISE

Office Administration

Contracts Management

Facilities Management

Team Management

Tender Support

Procurement / Purchasing

Human Resource

Confidential Data Management

Sales & Marketing Support

Business System Expert

WORK EXPERIENCE

Currently working with Morgan Stanley, Mumbai, India Executive Management Assistant 16 Aug 2021 till date

Assisting MD’s, ED’s, VP’s, Area Heads

Diary Management, Travel arrangements, Visa and all formalities related to business travels.

Organizing various meetings, conferences, trainings, team events, social gatherings, business lunch, trainings etc.

Worked closely with Sr. Executives & direct reports, scheduled conference calls / video calls, analyzed data to prepare reports / presentations.

Assisting with the new hire onboarding process, setting up Ariba and Service IT request.

Coordinating on monthly candidate connect sessions for new joiners.

Assisting HR and coordinating in scheduling Recruitment Drives / Interviews

Software request for IST teams and group management.

Return to Workplace (RTWP) activities.

General Admin Team support and resolving employee queries.

Handle confidential and sensitive information with tact and discretion. SCHLUMBERGER 2015 to 2020

SPT Group FZ LLC, Dubai, United Arab Emirates 2007 to 2014

(Acquired by Schlumberger)

Office Manager

Human Resource

Responsible for the entire gamut of recruitment and HR functions.

Manage the on boarding process for new hires and transfers, including documentation preparation/ issuance, including offer/transfer/salary letters, conducting of background checks.

Handled complete Insurance related policies and processes for the Company and individual staff and families.

Handled tenancy contracts & Annual leave for the office staff.

Payroll management and issuance of pay checks via electronic transfers to bank accounts.

Maintains employee file and data in confidence.

Planned, coordinated & executed projects, drafted internal memos and announcements.

Administration

Monitor and manage the daily office work flow in the administrative assistant functions.

Provide support to management team with regard to performance management and employee relations matters.

Manage / execute service desk making sure comments / questions / complaints are managed well.

Workplace operations, manage contractors / building management / facilities, mail delivery services, purchases, procurement and assistance to corporate vendors that provide services to the company.

Organizing the annual team building events, social gatherings etc. SYSTEM SKILLS

Proficient in Microsoft Office

HR Business Systems:

Navision, CRM, HR - Personec, Time

Registration – Naviweb, Flexnet

S & M - Business System Expert:

Licensing Management, Sea COLT,

SPMS (SCP-Sales Commission Plan),

C4C and XaitPorter-V5

EDUCATION

MVLU College – Bombay - India

HSC – 1996

Holy Cross High School – Goa - India

SSC – 1994

Diploma in Travel & Tourism

Management – IITC, Bombay – India

1998

PERSONAL INFORMATION

Married

DOB: 12 April 1979

Holder of UAE Driving License

MEETINGS ATTENDED

SPT Group Annual Finance Meet

Oslo – February 2012

Oslo – September 2010

Oslo – September 2009

UK – June 2008

International Petroleum Technology

Conference (IPTC)

Doha – December 2009

Office Management Training Course

Dubai – June 2008

First Aid Training Course

Dubai – August 2005

Company PRO

Well versed with Gulf countries labor laws and visa process.

Handle entire process from the issuance / renewal and closure of the company trade license.

Responsible for addressing all staff queries pertaining to Visa/Labor card/Passport etc.

Successfully assisted in the mobilization of the joint venture company and assisted in the transition process.

Sr. Tender Support for Eastern Hemisphere - Commercial Center

Facilitate & remotely coordinated the tendering process for the Eastern Hemisphere regions (NME, SEA, FEA, EME, MEA)

Driving continuous improvement in the Tenders function and consequently facilitating the whole process.

Directed proposal kick-off and debrief meetings and prepared the plan, schedules, outlines and compliance matrices for all phases of the proposal.

Reviewing legal and commercial content of the Tenders to seeking any exceptional inputs from Legal, HSE, Contracts, Finance, Tax and QAQC requirements in line with the company’s policy, standard and procedures.

Creates, owns and updates a scope matrix that identifies ownership and responsibility matrix for internal teams, product lines and Geomarkets. Initiated final reviews and quality check on completion.

Managed the approval process to ensure timely submission of tenders for single and multiproduct lines.

Area Sales Support and SME for all Business Systems MEA Sales

Support the Area Sales Manager and assist in the creating and maintenance of new sales admin tools and processes.

Create and update sales reports to ensure a high level of data integrity to provide support to the Sales Managers and Sales team in the setting up of each new development, including telephone lines and IT equipment.

Daily paperwork, phone calls, computer work involved in assisting sales associates including marketing materials for MENA exhibitions.

Review general administrative process and make efficient improvements to drive work efficiency and process. MEA Sea COLT system

Subject Matter Expert (SME) on Sea Colt for the Geomarket (GMkt)

Updating the GMkt users of the latest upgrades and changes within the system.

Liaise with the Sales Administrator to ensure all procedures and processes are being adhered.

MEA SPMS system

Supports the Sales Manager in producing and analyzing monthly and quarterly performance reports for commission payouts.

Maintains models/tools used for incentive calculations, conducts incentive calculations and made payments on quarterly basis MEA Licensing system

Assist with the monitoring and issuing of licenses compliance to ensure businesses follow the established contracts

Proactively tracking of licenses to ensure all licenses are within the expiry dates and are updated with the required upgrades. Personal / Executive Management Assistant 1999 to 2007 Fortune Promoseven Sports, Dubai, United Arab Emirates Personal Assistant to Managing Director Jul 2007 to Sep 2007 Panalpina Gulf LLC, Dubai, United Arab Emirates

Executive Assistant to Area Managing Director Aug 2004 to Jun 2007 Al Futtaim Logistics, Jebel Ali – Dubai, United Arab Emirates Office Admin Assistant Aug 2001 to Jul 2004

Le Meridien Hotel, Dubai, United Arab Emirates

Guest Relations Officer Feb 1999 to Aug 2001

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