Executive Assistant Personal

Naila

Rzayeva

Administration & Business Support Specialist

School of Humanities and Social Science – Linguistics Cell 1 +994 5o 25o 9o35

Cell 2 +994 5o 222 4448

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

Delivering key assistance in organizational areas such as Company Board members crew, C-Suite, Department directors, Corporate Business units heads and other Senior level executives teams Managing complex calendars and schedules for up to 10 Executives while maintaining discretion with sensitive, confidential matters

Demonstrating extreme dedication to providing outstanding administrative support for Senior leadership teams in both corporate office and affiliated environments while streamlining operations and achieving organizational success Coordinating and scheduling conferences, business and social events, and board meetings, including handling travel and logistical arrangements

Excelling at balancing multiple tasks within deadline-driven environments while providing top-level organization and communication skills and improving operational systems Performing a broad range of administrative activities and overseeing comprehensive office functionality, including correspondence, mail distribution, report generation, records and data management, expense reporting, billing and invoicing, archiving, inventory tracking and control, staff training and development, while adhering to internal policies, procedures, and regulations

Serving as the primary resource for office information for staff, providing referrals, directions, and general assistance as needed or requested

Dear Sir/Madam,

Thank you for the opportunity to apply for the subject role at your organization. Upon learning of the subject posting and reviewing the job description, it's clear that you are looking for someone who can perform the multiple number of secretarial, administrative and office support responsibilities associated with these positions. Reference to the job requirements, I am highly driven and certain to mention that, having in place the background directly relevant to the role you are hiring, I am very passionate to introduce myself as an Administrative operations officer, who is eager and hastened to significantly contribute to your goals and objectives, and support your executive-level staff and front office team simultaneously, as well as successfully deliver the tasks and instructions, and perform above expectations, what, my understanding, would create a superior opportunity to be a valuable asset to your organization. As a highly organized, details and results oriented Business support professional with over 10 years of valuable experience providing expert assistance and comprehensive administrative contributions to Executive level management staff's goals and business purposes, as a self-motivated, extremely focused and dedicated individual, who has been consistently praised as hard- working by co-workers and management, I’ve developed a skill set directly relevant to the subject position. Thus, all aspects above made me feel free to look towards new perspectives within an organization with high ethical standards and warm office atmosphere, while remaining an outstanding competitor in the market. My background consists of more than 10 similar positions in overseeing administrative and operational functions for Senior management teams and significant native and international projects within oil & gas and manufacturing industries. Backed by my superior communication, team collaboration, and multitasking capabilities, I succeed at providing exceptional organizational and time-management skills and driving optimal office efficiency and success. From preparing correspondence to performing bookkeeping operations, from managing inventories to generating reports, from coordinating projects to monitoring employee workflows and driving key process improvements, I excel at prioritizing tasks, collaborating with peers and staff, and enforcing effective organizational processes and procedures. Highlights of my experience include, but not limited to - Overall, in every aspect of my previous professional growth I have consistently demonstrated multitasking, planning and critical thinking capabilities, which along with my dynamic collaborative abilities and my positive attitude and work ethic, position me to excel in the subject role, I am gladly applying for and invite you to review my detailed achievements in the attached resume. The chance to offer more insight into my qualifications would be appreciated. Please contact me at +994**-***-**** and/or +994**-***-**** or via email at ******@*****.*** to arrange for a convenient meeting time.

Thank you for your consideration and time in advance. I look forward to hearing from you soon.

Sincerely,

Naila Rzayeva

SKILLS AND

PROFICIENCIES

EDUCATIONAL

BACKGROUND

RELEVANT EXPERIENCE

Using of various office equipment

and techniques as well as using

software applications such as

spreadsheets, databases to

assemble and format data and

reports

Using MS Outlook for event and

venue planning, scheduling and

calendaring

Ability to effectively communicate

in multilingual environment

1995 - 1999, Khazar University

Baku, Azerbaijan

School of Humanities and Social

Science, Bachelor’s degree in

Linguistics

1985 - 1995, School No 30

Ganja, Azerbaijan

Work independently assisting and supporting Company CEO in administering his day-to-day needs and requests such as managing his calendar and travel plans, setting up virtual and in-person appointments, handling his expense reports, re-directing and following up his instructions which required cross departmental interaction, alongside keeping the records of and monitoring Management team’s business action plan, identifying gaps and ensuring proactive efforts to fill capacity and meet the milestones and targets Act as the first point of contact for C-Suite Executives and Supervisory Board while handling required preparations for BOD meetings, organizing internal sessions within Company, its JV’s and affiliates, arranging various meetings and discussions with State Authority representatives, Company clients, external partners and other potential business connections Perform as an initial contact between CEO, Supervisory Board and out-staffed associates and consultant’s crew, preparing and placing various requests for quotations and proposals, communicating and negotiating in respect to the subject matter, while ensuring the contractual and financial terms are aligned with Company practices and procedures

Process CEO’s incoming and outgoing correspondence Ensure corporate internal documentation is circulated and attested in an appropriate manner prior to CEO’s execution and sign-off Arrange accommodation, transportation, visa, embassy information and other logistic requirements as needed for Management team members, Company guests and visitors

Resolve office-related malfunctions and respond to requests or issues when requested

Perform other related duties as assigned by CEO and Supervisory Board December 2018 – January 2021, Sumgait Technologies Park LLC Personal Assistant to CEO

Focused and dedicated individual with 10+ years of experience in administrative support for Senior Executives in multilingual environments, managing the key administrative operations, seeking a role of the increased responsibilities and authority. Confident and personable specialist, who excels at prioritizing and completing multiple tasks simultaneously and following through to achieve project goals, ready to join a diverse and dynamic team to utilize previous experience to better effect the future Employer

NAILA

RZAYEVA

Administration/Business Support Specialist

School of Humanities and Social Science – Linguistics Cell 1 +994 5o 25o 9o35

Cell 2 +994 5o 222 4448

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

Provide personal assistance to Company Regional Manager for CIS and Central Asia Handle administrative duties and communications between Company CEO, headquarters and counterparts, whereas remain the key contact person

Cooperate and coordinate with the contracted Consultancy & Advisory vendor responsible for Company’s HR, finance and legal processes and activities in Azerbaijan

Assist in Company’s business development processes Assist in organizing internal events and projects and attend various venues, meetings and conferences when required Administer and organize HR administration and development programs Contribute to development and implementation of the management systems, Company politics and procedures Monitor effectiveness of the systems and programs on a daily basis Assist personnel management in areas as compensation and benefits, training and education, performance review evaluation Respond to internal and external HR related inquiries or requests and provide assistance Investigate and analyse major and medium incidents when required, resolves administrative problems by analysing information and identifying communication solutions

Provide advisory assistance and recommendations to COO on HR and Business Support issues and inquiries as per request Redirect HR related tasks, correspondence or calls to the responsible team member or individual Maintain records of personnel-related data in both paper and the database and ensure all employment requirements are met Liaise with other departments or functions such as payroll, benefits and other Support the recruitment and hiring process by sourcing candidates, performing background checks, assisting in shortlisting, issuing employment contracts and other documentation

Assist in ad-hoc HR projects such as collection of employee feedback, negotiation with external agencies and other Provide day-to-day office administration, maintain inventories and ensure office runs well Provide direct assistance and support to SD 2 Project Director Manage Consortium official incoming and outgoing correspondence via Project Client’s contracts management software (ProCon) Manage general incoming and outgoing correspondence sub-contractors and State Authorities as well as manage document filing and archiving as required

Maintain and provide full administrative support for scheduling of Consortium Management meetings such as Townhall or Project performance review sessions

Coordinate Consortium Project Secretary to ensure the administrative support to Project Management team and other departments, which includes monitoring of Consortium Conference rooms and meeting scheduling full design of job description, delegation and coordination of given tasks and instructions

Provide administrative assistance to Project Deputy Director when required Maintain the contracts in SAP External Service Management module as per the company work flow policy Follow up on contracts, including preparing amendments, cancellation, extensions and claim, obtaining management's approval and keeping current files for all contracts, ensure that completion certificates are prepared and duly signed upon completion of contracted work and service Follow up post contract administration in settlement of disputes, claims, arriving at extra rates, issues of change orders and others Get and assemble the feedback from users for implementing the future improvements in contracts design Advise users in implementing contract requirements and interpreting contract terms Ensure warranties, performance bonds and insurance policies are obtained from Contractors in a timely manner Other tasks delegated by Line Manager

Provide direct assistance to Shah Deniz ED PSA Stakeholders and Directors, including arrangements of AGM, EGM, BOD meetings, co-operation with BOD Chairman and SD PSA Project Coordinator, administrative support on day-to-day basis Assemble and distribute the agenda, minutes, memos, pre-read materials for meetings Handle the confidentiality of Company’s records and related documents Maintain Internal Company Management meetings and appointments, schedule video-teleconferences December 2017 – August 2018, ACS Industria/Cobra Azerbaijan, an affiliate of Grupo ACS S.A Office Manager

August 2016 – March 2017, FESCO Group for Geokinetics International Inc Administrative Operations Manager

October 2014 – November 2015, Saipem Contracting Netherland B.V Shah Deniz I Project Executive Assistant

July 2013 – June 2014, Azerbaijan Gas Supply Company [AGSC] operated by Statoil/SOCAR Shah Deniz 1 Project Executive Assistant

Control, manage and update of Company’s document databases by recording and updating the information along with strong understanding of legal requirements which respond to articles of Company’s law and regulatory manuals Follow up and control of invoices and related back-up documentation of legal service providers Provide operational administrative support to Company’s SharePoint system users, which includes to architect, install and maintain SharePoint environments to support internal and external users’ needs Support team with the tasks including proofreading letters, reports and memos, monitoring office supply and equipment inventory levels and other

Organizing Company and team corporate events and catering when required Provide direct assistance to President, including travel arrangements, clerical and secretarial support, privacy and confidentiality of President’s records and efficient time management

Manage and optimize President’s requests and tasks and resolve matters as needed on his behalf Manage correspondence and documentation for President’s final review and approval Maintain President’s appointment schedule by planning and scheduling meetings, conferences, teleconferences and travel Support Financial Department by processing President’s and Administration Department’s Petty Cash expense statements, invoices, reconciliations, and appropriate back-up for financial documents Coordinate with GOC Corporate Services Officer to ensure relevant support and back up when required for seamless office administration, supervise of Administrative Support Staff

Arrange travel/hotel/visa for GOC personnel and guests as required Organize meetings, team-buildings, Company events and venues, make sure the room logistics and equipment are in good working order Manage office reports with filing and archiving of documents, company archive room and related systems Maintain office supplies inventory by checking stock to determine inventory level, anticipate needed supplies, evaluate new office products, place orders for supplies, and verify receipt of supplies Negotiate and ensure ratification of contracts, related to administrative issues, participate in vendor search and bid evaluation processes Organize and manage company-issued mobile phones and SIM cards, keeping records in timely manner Participate in procurement of administrative-related requests, including various office furniture, equipment, and supplies Monitor and ensure that GOC Office Superintendent and Office Cleaners keep office and corporate apartment(s) in safe useable condition, with timely repairs, maintenance, and cleaning

Monitor and ensure that GOC Office Superintendent controls office security personnel management of procedures, instruction, and discipline when appropriate

Coordinate GOC Office Drivers (including both staff and contracted drivers), instructing them, dispatching and distributing their work assignments, manage procedures, instruction, and discipline when appropriate Arrange office catering when required

Attest of invoices, expense statements, petty cash, reconciliations, contracts, purchase orders, vendor master file, and bank accounts reconciliations

Follow-up on self-assessment and internal audit observations Provide PWC audit representatives required assistance Prepare quarterly reports on controls issues, such as gift reports and facilitating payments Assist the year-end close process, follow-up on representation letters and check-lists, make year-end communications, compose and develop year-end letters to vendors, issue and distribute year-end close antitrust memo as per Company business standards and policies Provide and assist Business Practices Review sessions and mini-controls sessions, trainings, inventory verification sessions Assist Controls related computer systems reviews (HSE ID Review, Computing Security Review, Operations Security review, Modem Monitor and update EAOC LLC Accounting Procedures Manuals Ensure all company procedures and standards are effectively maintained and implemented Develop, issue and evaluate various tender/bid packages for goods and services Prepare and process general contracts, purchase orders and requisitions Analyse and negotiate contract issues or changes with vendors and suppliers Issue documentation for import and export shipments to be send to appropriate state agencies, ensure compliance and accordance to the internal and external guidelines

Co-ordinate maintenance and repair services at EAOC LLC expatriates' apartments in Hyatt Villa Complex and Hyatt Hotels April 2011 – May 2013, Gobustan Operating Company Ltd Executive Assistant/Administrative Coordinator

November 2001 – December 2004, Exxon Azerbaijan Operating Company LLC September 2003 – December 2004 Controls' Department Assistant Inventory, Data Access Review, etc.)

June 2002 – September 2003, Exxon Azerbaijan Operating Company LLC Administrative Assistance in Procurement Department Prepare and maintain the inventory of Company goods, materials, furniture in storages and warehouses Monitor and purchase stationary, printing and food & kitchen supplies for office Review and update procurement forms templates on a quarterly basis, register information about suppliers in Vendors Mater Book Other procurement duties and functions as monitoring, registering, updating, filing systems, reports and templates as well as providing support and back-up coverage for various procurement duties as directed by Procurement Manager Initial contact with visitors and guests

Receiving and directing phone calls

Registration and distribution of incoming and outgoing mail Accepting and registering of invoices in AP Master Database Establishing and monitoring of the Conference Rooms schedule, arranging and assisting meetings and conference calls, archiving the minutes and reports in appropriate way

Providing basic deputizing support and assistance during absence of administrative assistant in Accounting, Procurement, Drilling and Human Resource Departments when required

Administrative assistance to Engineering Group in EAOC Site Office at the Shipyard when required Personal assistance to Upstream Business Director (Vice-President) as directed Other administrative duties and functions as registering, updating, filing systems and reports Initial Administrative Assistance to residents and guests of Business Plaza First contact with residents and guests of Landmark Office Plaza Receiving and directing phone calls to appropriate companies Registration and distribution of incoming and outgoing mail Co-ordination of drivers' schedule

Monitoring and ensuring all health and safety standards are implemented appropriately Providing and exercising independent judgments in the resolution of various maintenance problems, continuous liaison and communication with Building Technical support group

November 2001 – June 2002 Exxon Azerbaijan Operating Company LLC Receptionist/Office Assistant

January 2000 – November 2001, Neptune JV

Landmark Office Plaza Front-desk Receptionist

PERSONAL SKILLS & APTITUDES

Ability to work under pressure, willingness and ability to work hard and meet deadlines and dynamic conditions Ability to think and act independently as well as a team member Capability of responding at short notice to different scenarios Ability to develop and present new ideas and creativity, while remaining committed to Company’s objectives and standards Pro-active approach to develop towards previous experience and education, self-motivated, willingness to learn and study wider fields Ability to bring together people/audience/venues/appointments in a flexible and diplomatic manner Ability to learn new organizational processes/workflows/policies/ procedures with minimal ramp-up time Effectively communicate to all levels inside and outside the company Ability to handle confidential material relating to all aspects of the business ADDITIONAL INFORMATION

Date of birth: December 26, 1978

International passport/Driving license available

References are available upon request

Contact this candidate