Executive Assistant
FMTF
Total years of experience :14 years, 2 Months
Administration:
• Coordinating with Company’s Stakeholders, generating various reports & statistics, presentations, drafting Business correspondences (business letters, emails to clients/customers, memo, contracts etc.)
• Coordinating with various department heads, site engineers & Head office on updates and reports on behalf of GM and assisting in Vendor Registration procedure of the Company
• Coordinating with PRO & arranging to renew Company’s legal certificates/ licenses.
• Monitoring office equipment tools, maintaining Database and coordinating with service providers
• Handled induction program, maintaining employee’s database, renewal of visas, attendance for payroll, leaves and medical insurances.
Assisting in designing and compiling of Company’s Prequalification profile package, brochures & arranging technical submittals for bidding of projects
Projects Coordinator:
• Defining new projects, developing PRS for purchase of materials on the Oracle system. Issuing material to Project sites on Oracle. Handled Daily projects activities: LPO, noting variations, internal coordination with production, stores and project team
• Developed, implemented and managed marketing strategies towards PR campaigns and institute branding
• Generated business leads through emails, telephonic and regular client meets
• Organized and participated in marketing events to build a strong network within the educational sector
• Prepared presentations and reports for analysis; handled databases, CRM, social media marketing
• Researched on new marketing trends and handled budgets for the quarter
• Planned and organized the mega event ‘Air Center Conference Event’, hosted for the first time in Fujairah. Handled end to end arrangements from guest list preparation to logistics arrangement at venue
• Implemented and managed CRM system and lead generation for the marketing team
• Conducted in-depth market research and designed social media content for online marketing
• Identified vendors for supply of materials and services with best price, timely delivery and good product quality.
• Actively coordinated and organized brand stalls in exhibitions and conferences: Air Centre Conference Arabian Travel Market, Airport Shows etc.
Commercial Coordinator (2 months contract Project)
• Streamlined the database management system & studied investors’ files and prepared report on defaulters
• Audited property registrations with Dubai Land Authority, mortgage approvals & end to end paperwork
• Coordinated with Customer Excellence & Collection Department for regular update on payments from Clients.
• Designed articles on property information and updates for marketing materials (website, brochure, leaflets etc.)
Projects Administrator for the Project Division
• Responsible for purchase and regular maintenance of office equipment & stationary supplies for the division
• Prepared presentations and organized refreshments for project & board meetings.
• Responsible for cash management for the department; coordinated with sub-contractors for payment certificates
• Responsible for handling custom clearance documents and timely coordination for clearance of cargo
• Handled to and fro travel & hotel arrangements for project manager and engineers
Technical Coordinator & Assistant to the General Manager
• Issued work orders for the Project Managers on different sites.
• Liaised with the Public Relation Department for visa related matters of employees and laborers, timely renewal of Licenses for the company & sister concern companies, obtaining building permits and other clearances from municipality & civil defense authorities, for sites under construction.
• Trained & monitored the jobs of document controller & assistants. Compiled information & updated company profile for preparation of pre-qualification package to bid for new projects.
• Liaised with recruitment agencies locally and internationally for recruiting & outsourcing of new employees & laborers and scheduled interviews with the General Manager
Executive Assistant to the Director General & Marketing Head
• Liaised and maintained communication among senior management, middle management and investors.
• Attended Client’s requirements & complaints and generated reports for the reference of the Director General, thereby highlighting the issues which require immediate attention and approvals.
• Handled travel arrangements and extensive diary management for the Director General. Prepared Licenses, Agreements and Share Certificates for new investors. Prepared articles for the free zone magazine and speeches for different events for the Director General.
Executive Secretary
• Performed secretarial and administrative functions assisting the GM, foreign delegates and personnel for projects
• Responsible for mobilization and de-mobilization of workers & equipment in the event of any spill
• Managed and monitored annual training for employees and employee life cycle management activities
• Liaised with recruitment companies in India & international market for outsource of technicians for projects
