PA to Chief cum Administrative Assistant
Knowledge & Human Development Authority
Total years of experience :7 years, 4 Months
Day to day management of the Chief's office.
Additionally assisted the Director of Inspections when possible.
• Diary, Travel and Office Management for the Chief and her subordinates: Handled an extremely complex schedule of meeting arrangements, travel plans and hotel bookings, making last minute changes where necessary, even when the person was out of the country.
• Scheduled weekly debriefings, co-coordinating with visiting personnel (inspectors) and our own staff. Booked meeting rooms, sometimes making complex unexpected changes at the last minute to ensure smooth operations.
• Handled correspondence independently. I also used my proficiency in shorthand to take dictation and transcribe the given notes into full fledged correspondence or minutes. Checked and responded to e-mails. Prepared and distributed minutes of Meetings.
• Handled communication between stakeholders, staff and the Chief and solved problems as required.
• Ensured that stationery requirements were met and available.
• Maintained strict confidentiality of all documents and matters pertaining to the Chief and the department.
• Created and managed files and filing systems and also managed data electronically.
• Used my capability of self improvement to improve task management and workflow by implementing knowledge gleaned from team work and team mates and criticism if any was taken constructively.
• Assisted in setting up the department and continuously co-ordinated with HR regarding management of new employees.
• Assisted new employees with all their requirements.
• Ensured that electronic and physical files of the Chief and Director were kept updated.
• Ensured the Chief was always prepared for scheduled meetings with the relevant documentation and information.
• Assisted the Chief in a manner in which her day was uncluttered by mundane matters that could be handled autonomously.
• Front office, customer service, took details of properties for sale or lease, handled telephone calls.
• Co-ordinated with the property consultants regarding availabilities, etc.
• Updated listings on a daily basis.
• Updated the company's advertisements thrice a week and co-ordinated efficiently with the advertising company handling the account.
• General correspondence.
• Handled petty cash and kept receipted evidence of expenditure.
• Handled rental amounts being paid by cash / cheque to the company as and when required.
• Created lease copies as and when required.
• Created sale agreements as and when necessary.
• Filed listings after taking details of the same from clients.
• Co-ordinated visa procedures with the PRO and handled other HR tasks.
I was employed in this company as PA to the Quality Management Director and was then promoted to PA to the CEO.
• Acted on behalf of the CEO (being the first point of contact with clients, internal staff and other business contacts).
• Liaised with clients, suppliers, advisors, shareholders, intercompany directors and other staff.
• Handled correspondence independently.
Used my shorthand skills to take dictation and minutes and delivered accurate transcriptions.
Read and replied to e-mails, prepared minutes of Board Meetings, reports, presentations, memos, proposals and other documents.
• Supervised Reception. Proof read all outward correspondence being sent from the company as per the CEO’s advice.
• Screened telephone calls, enquiries and requests, and handled them as and when appropriate.
• Organised and maintained the CEO’s diary, making appointments on a daily/weekly basis to discuss and resolve issues (ensuring daily feedback and to the CEO from internal and external sources).
• Managed travel plans and bookings.
• Maintained documents in computerized files and handled the secretarial work of the Group Operations Director.
• Exercised initiative and independent judgement to resolve problems and deal with staff issues.
• Co-ordinated with the Directors, departments and sister concerns to contribute to the smooth running and operation of the CEO’s office and the company.
• Handled the day to day routine office functions of the CEO's office.
• Managed the overall secretarial and administrative operations of the company, including front office management and assisted the G.M with a variety of routine administrative duties.
• Provided direct executive office support to the General Manager and Partners performing advanced, diversified and
confidential secretarial and administrative duties.
• Independently prepared clear and concise correspondence.
• Reviewed bosses correspondence. Received opened and distributed mail; welcomed visitors.
• Exercised and maintained strict confidentiality of all the documents and communications.
• Followed management methods to improve workflow, simplify reporting procedures and implement cost reductions.
• Responsible for making complex travel and hotel arrangements for the Executives and over 250 staff by negotiating corporate rates with Hotels / Travel Agents/ Car Rental companies. Prepared travel expense requisitions / reports.
• Prepared minutes of the Board Meetings, reports, presentations, memos, proposals and other documents.
• Created highly effective organizational & filing systems, including a quick & thorough indexing, filing and storage system.
• Managed independent business correspondence, preparation of LPOs and requisitions and co-ordinated between Head Office, Warehouse, Showrooms in the U.A.E. and the GCC Region.
• Maintained all company assets and properties and ensured timely renewals of leases, licenses and annual maintenance contracts for all office equipment.
• Ensured that ample stationery was stored and requirements were met at all times.
• Had access to all the company’s confidential matters such as company set up, shareholding, staff/management compensation packages and disciplinary items, legal & financial affairs, mergers, acquisitions and many other matters.
I did my schooling at the aforementioned school and did the last year of STD XI (SSC) through Pune Board. Due to constraints I didn't go on to graduate, however, if I have the opportunity, I will complete my graduation as soon as I can.
