ANUOSHKA RAHEJA

Provide Administrative support to EMEA President, Middle East General Manager & both the Middle East & Africa Cluster Managers
• Successfully planned all internal and external meetings in advance or as required ensuring optimum use of the Manager’s time
• Ensured that appropriate flights/ hotel reservation are booked accordingly and the best available rate obtained
• Approved the team expense reports on behalf of the President with no audit points raised
• Ensured that all travel visas required were processed in time for travel
• Monitored President’s emails in his absence and escalated to him anything of importance
• Purchase order management done for Dubai (Legal PO’s) and Saudi office successfully on time
• Created and Maintained the Vacation planner for the Dubai and Europe teams
Key Achievement:
• Managed to provide all four top managers with all the support they require from an executive assistant, concurrently and in a timely and efficient manner. This required a lot of focus and multi-tasking capabilities.
Manage Du Administrative Support
• The first point of contact for Du pertaining to procurement of IPhones, Mobile Sims and other IT related activities
• Coordination with Du and Dubai employees for activation and deactivation of packages
• Creating and maintaining Du contracts according to the different plans allocated to different employees
• Maintaining and updating an inventory for the new Iphones
Key Achievement:
• Negotiated successful reduction in telecommunication utilization costs by 40%
Provide support to HR initiatives & Administrative aspects of Dubai Office
• Issuance of Salary Certificates
• Validate Employee details to banks for the loans/ credit card and bank related activities
• Introduction of new joiners to team
• Managing and Maintaining the Personal files of Dubai Employees
• Coordination and In-charge of Exit Clearance of Dubai Employees
• Coordination with the WW purchase team and Finance Controller for the Rent renewal of the Dubai Office
• Coordination with PRO for legal translations for the Operations Department/ Dubai Office
• Planning and organizing the employees motivational parties

Training planning, Coordination and Regional Meeting Support, Arab Health and Kick Off Meeting Support
• Coordinated the HCIS, HR, Finance training planning, which included preparing attendance list, booking meetings rooms and hotel F&B, and preparing trainees kit.
• Arranging and booking dinner for the visitors
• Coordination with PRO for processing visa
• Coordinating with the Hotels months in advance to get the best rates and blocking the rooms for the group
• Arranging and Organizing the VIP dinner with the team

Key Achievements:
• Full Event Management of Kick Off meetings in Budapest and Malta
• Impeccable administrative coordination of the regional Business Partners pre-Arab Health show meeting

Temporary Asssignment

Following up with the government & semi government entities (RERA/Nakheel) for the issuance of the NOC/ Title Deed, payment clearance and general enquiries
Coordinating with DEWA for the bill payments & Final settlement
Dealing with real estate consultants for the re-sale/ renting of properties
Dealing with Dubailand/ Nakheel and Emaar for various issues of properties
Being the pivotal person in the Owners Association meeting ensuring agenda was passed to Directors of Association and The Company. Ensuring the action points were documented and addressed within the stipulated time frame
Event management for the launch of the new reserve villas was a major work which was organized by myself in coordination with the marketing and project team.
Liaising with the Banks to open new corporate accounts under the organization banner.
Formation of BVI company - liaising with shareholders, lawyers, management, signing authorities to ensure documents were prepared and submitted on the stipulated time period
The first point of contact for the lawyers & Company shareholders pertaining Board meetings, legal documents and other day to day requirements
Coordinating with the PRO for the notarization of legal documents during company formation, legal agreements and other related work
Custodian of all legal documents and Original documents like POA, Agreements, Letter of Agreements, Agency Agreements and Contracts
Responsible for the renewable of vehicle insurance and registration, which included full market research on prices and offers prior to renewal or starting with insurance companies
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Plan internal and external meetings in advance or as and when required ensuring optimum use of Client Representative’s time
Assess and prioritize meeting schedule according to importance or urgency
Liaise with Consultants when scheduling meetings to ensure complete attendance
Manage changes ensuring that all Consultants are reasonably informed as soon as decision to change has been agreed and reschedule or offer alternative date.
Ensure that sufficient time is allocated for each meeting
Ensure that all papers to be discussed for the meeting are obtained or circulated in advance and any pre-meet is scheduled accordingly
Ensure that appropriate meeting room is booked and set-up organized accordingly
Ensure that reasonable gaps are in place in between meetings to enable the Client Representative to catch-up on daily work
Ensure that monthly/ weekly meetings are scheduled in advance and agenda as well as minutes are circulated
Ensure that monthly reports are collated and sent to the Chairman’s and CEO’s office
Screen calls and ensure that calls forwarded to the Client Representative are the ones that only requires his immediate attention
Ensure that calls are recorded and directed accordingly and urgent calls are addressed in the first instance
Ensure that appropriate flights are booked accordingly and the best available rate obtained from our travel agent
Ensure that all visas required are processed in advance
Ensure that documents required for business travel are ready and provided to the Client Representative
Ensure that all emails and other correspondences are dealt with proactively and efficiently
Plan ahead and ensure that any future requirements for travel, conference calls or meetings are scheduled accordingly.
Monitor Client Representative’s emails in his absence in the case of anything urgent and escalate the same to his deputy if necessary

Managing day to day operation and administrative work of the office
Typing all business letters, faxes and dispatching the same
Attending the phone calls and directing them to the concerned departments/ personnel
Self-correspondence and follow up replies
Assisting the General Manager in all office routine jobs
Maintaining Systematic filing procedure for all relevant Projects
General Administration, coordinating among various functionaries
Responsible for general administration like procurement of stationary, consumables, preparing materials requisition record sheets, liaising with suppliers etc.
Communicating with other Head of Departments to follow up on meeting points, set meetings etc.

Assessing and guiding the client about his eligibility to migrate to chosen country.
Collecting all vital documents required for application processing and forwarding to respective embassies.
Guiding the client for the procedure of qualification assessment, if required.
Correspondence with the visa officers and co-ordinations between the clients and the visa officers of New Zealand and Australia for the follow-ups.
Completing the applications, making covering letters, arranging the documents in the required format, and getting it attested.
Filing the documents and the correspondence.

Reporting to the Unit Manager, I was the first point of contact for his department.
Besides handling telephone calls in the absence of the Manager, my responsibilities included creating, maintaining the extensive customer database of the company.
My job also involved telemarketing, sending mails to the prospective customers and helping the department in general promotional work.
I was also required to perform other secretarial duties like filing, air-ticket reservations, hotel bookings, managing appointments and interviews etc.