Executive Assistant Office Manager

Abdul Jalal Penna Khaja

Al Ain, UAE ********@*****.*** Mob:+971-**-***-****

Executive Assistant / Office Manager

Decisive and results-oriented professional offering a career history of successful experience in executive administration, and supporting top management.

Highlights of Expertise

Cross-Functional Team Coordination

Correspondence/Communications

Expense Reporting

Meeting Coordination/Minutes taking

Scheduling & Diary Management

Files & Records Management

Team Building & Leadership

Calendar/Travel Management

Career Experience

MBM Dallah Waste Management, Al Ain, UAE

Provide efficient administrative support in all day today activities of the Executive. Executive Assistant to General Manager (03/2020 to till date)

Manage the Executive’s daily calendar, including scheduling meetings, confirming appointments, preparing itineraries and arranging for transportation.

Taking Minutes of the BOD meeting and circulating in a timely manner.

Acting as the main point of communication between the executives and internal/external associates.

Manage company’s Utility (AADC) & Telecommunication (Etisalat & du) accounts.

Scheduling travel appointments and specified travel itineraries.

Manage information flow in a timely and accurate manner.

Welcoming all visitors in a professional and positive manner.

Assisting with documentation, data-entry, printing and filing obligations.

Office administration to ensure adequate supply of stationeries etc. Alpine Coils, Chennai, India

Admin. Executive (09/2018 to 12/2018)

Handling the task of various general administrative functions of the organization.

Ensuring effective rendering of services to enable smooth flow of day to day operations.

Identifying scope for process enhancements for improved services.

Administration and maintenance of office records. Abdul Jalal Penna Khaja -2- Mob:+971-**-***-****

STC Channels (STC Group), Riyadh, KSA

Provided executive level support and managed all daily office operations, communications, and handled all logistics and materials for Board and Committee meetings. EXECUTIVE ASSISTANT TO VICE PRESIDENT, HUMAN RESOURCES (01/2016 to 01/2018) Administered support by management of multidimensional complex calendars and events, arranged all domestic and international travel/accommodations’ and developed critical documents utilizing multiple software programs.

Effectively managed multiple functions in regard to incoming/outgoing mail, faxes, and coordinated all emails for appropriate disbursement and follow through.

Developed processes and procedures to develop effective detailed expense reports, requests for capital expenditures and prepared for distribution.

Utilized communications skills to author effective correspondence for diverse areas of the organization which included the creation of month to date reports.

Introduced effective initiatives that drove workflow optimization, and increased accuracy and proficiency.

MAADEN – Saudi Arabian Mining Company, Riyadh, KSA Provided general administrative duties, and drove communications efforts as well as inter-office memos and circulars, with responsibility to support the executive on meetings; planned and managed diary.

EXECUTIVE ASSISTANT TO SENIOR VP, HR & SUSTAINABILITY (06/2006 to 01/2016) Assisted in all travel arrangements, which included pricing, logistics on hotel bookings, flight arrangements, and ground transportation. Supported deadline-driven operations, resolved issues, and coordinated all daily schedules.

Operated multi-line phone system, conducted faxing, copying, printing, scanning, and oversaw inventory, and supply ordering.

Planned, organized, and supported an ever-changing, high-dynamic work environment which included management of embassy visa applications and multiple important documents; created, filed, and tracked through process.

Managed paper and electronic filing systems, and ensured strict confidentiality of information and correspondences.

Drove all aspects of the business including development, procurement of supplies, maintained ever-changing calendars, and applied lean processes to travel arrangements without compromising quality.

EDUCATION PROFESSIONAL DEVELOPMENT

Education: Bachelor of Science, Physics The New College, University of Madras, India Technical: Shorthand & Typing: Higher grade, India Training: PA’s / Office Professionals Master Development, KSA Computer Proficiencies: MS Outlook / MS Office – Word, Excel & PowerPoint Visa Status : On UAE employment Visa valid till 04 Oct 2026

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