cleone lobo

Executive Assistant at Emeraude

• United Arab Emirates
• My current job since November 2018

Key Result Areas:

 Supervising the daily operations within the admin functions.
 Monitoring and evaluating the efficiency and effectiveness of service delivery methods and procedure
 Developing and implementing goals, objectives, policies and SOP’s for the admin. department
 Providing support to my direct team by coaching, counseling, monitoring and appraising job results
 Aiding different department heads whenever needed and being the main point of contact for all
employees, providing administrative support and managing their queries
 Arranging complex travel, hotel accommodation, transportation and expense claims.
 Preparing visas, travel itineraries, agenda and presentation packs for the Directors business trip
 Managing the C-suites calendar schedule, assess and prioritize meeting requests
 Managing CEO’s ad hoc requests such as personal travel requirements and family related activities
 Coordinating with external service providers such as contractors, interior designers, PRO services
 Undertaking corporate communications duties and other projects that are assigned as required
 In charge of handling Petty cash and providing reports to accounts department on monthly basis
 Assisting in preparation of operating budget and budgetary controls
 Preparing regular reports on office expenses
 Ensuring office supplies are ordered and replenished .maintaining accurate inventory
 Handling all legal matters including renewal and maintenance of all office contracts, bill payments,
trade license, establishment card, office rent and office insurance policies and car maintenance
 Benchmark the market to get competitive prices and services related to the office
 Negotiating contracts for services and approving supplier invoices maintaining proper financial record
 Partnering with HR to maintain office polices and keeping employees personal records up to date.
 Coordinating and planning for office services, such as relocations, equipment, supplies, disposal of
assets, parking, maintenance and security services.
 Managing all aspects of the office space/ infrastructure planning (moves, changes to workstations)
and providing solutions whenever needed.
 Assisting with event management (internal and external conference, trade shows, and company social
gatherings) organizing logistics and agendas)
 Working hand-in-hand with IT to ensure all IT issues are attended and resolved in a timely manner

Executive Assistant at G4S (Group 4 Securicor)

• United Arab Emirates
• June 2013 to November 2018

Key Result Areas:
EA Functions
 Focal point of contact between the Regional office and Managing Directors in Middle East region
 Managed complex Executive calendars, scheduling and confirming meeting appointments, and
setting up Webinars
 Prepared agendas and recorded minutes of board meetings
 Compiled data, presentations and reports by Executives and ensured deadlines are met Drafted
corporate communications and internal announcements
 Booked business travel itineraries, visas, hotel reservations and airport transfers
 Ad hoc responsibility- private support to CEO and family
 Supported Regional HR Manager in interviews, induction and seamless on-boarding process
 Maintained and updated company’s organisational charts
 Overseen and coordinated administrative procedures and trainings outlined in the office manual, such
as emergency evacuations and health and safety procedures
 Coordinated with vendors, contractors, and relocation companies
 Assisted in organising internal and external events, conferences, company social gatherings
 Organised two overseas conferences - Health and Safety meeting in Bangkok and Regional
Executive meeting in Doha
Legal and Accounting Functions
 Obtained required approvals from Finance Director for office budgeting
 Liaised with accounts payables to clear invoices, travel expense reimbursements and utility bills
adhering to internal processes
 Compiled and issued LPO’s to suppliers
 Managed and liaised with licensing authority (DMCC) for Trade Licence and visa renewals
 Negotiated favourable terms and pricing agreements with travel agents, hotels, conference rooms,
caterers and establishing corporate deals.

at Airlink International

• United Arab Emirates
• January 2008 to May 2013

Executive at Travel pack Limited

• India
• May 2005 to December 2007