HILDA FERNANDES

Reporting to senior management and performing secretarial and
administrative duties. Client meetings, screening of important /
urgent calls / mails and media calls. Liaising with internal departments
and making travel arrangements to concerned staff.
• Monitor and attend all external calls received.
• Arrange meetings with Head of subsidiary companies / Finance
Managers / Banks / Investment companies.
• Liaise with MD’s office on documents received from concerned
company for signature / approval.
• Organise workshops / conferences for General Manager’s, Finance
Heads of subsidiary companies from time to time.
• Office shifting coordination with the company in charge of, and
communication to all relevant departments.
• Admin related work such as pantry requirements, organizing of
Required office related stuff for employees, miscellaneous jobs Such
as newspapers, plants, petrol cards, etc.
• Extensive Human Resources work carried out such as Recruitments,
residency visa paper works, salaries to Staff, bonus/increment letters,
attendance records, Termination to employees, employee verification
to banks, Maintaining of personnel files etc.
• Obtaining car quotes from various companies for purchase of
company car.
• Welcome notes prepared for senior employees joining the
organization.
• Annual leave records maintained for employees
• Coordinated with various agencies for recruitment of staff for Internal
Audit Department, review CVs, shortlist and arrange for the
recruitment process

• Provide comprehensive administrative support to senior Finance Executives ensuring
seamless day-to-day operations.
• Coordinate complex calendars, schedule internal/external meetings, and manage
meeting logistics.
• Organize annual finance workshops and conferences involving subsidiary company
personnel.
• Efficiently manage sensitive communications and documentation, maintaining utmost
confidentiality.
• Prepare meeting agendas, take minutes, and follow up on action items to ensure
accountability.
• Draft internal memos, presentations, and executive reports as needed.
• Maintain filing systems (digital & physical), ensuring secure and accessible records.
• Monitor and order office supplies and equipment maintenance as needed.
• Lead onboarding process: issue offer letters, coordinate visa/medical/life insurance
documentation.
• Maintain employee records, process salary and bank details for payroll, and draft
increment/bonus letters.
• Handle NOCs for sponsored employees as per UAE Labor Law compliance.
• Maintain employee leave records and ensure accuracy in HR documentation.
• Oversee company car policy renewals and initiate rental agreements as necessary.
• Procure annual air ticket quotations and oversee office supply contracts (e.g.,
photocopiers, shredders).

• Interacted with joint venture partners, coordinated travel and documentation, and
processed financial paperwork.
• Prepared tenders, quotations, invoices, and maintained accuracy in corporate
documents.
• Assisted in preparing MIS reports and supported treasury operations.

• Managed confidential correspondence, coordinated daily schedules, and executive
meetings.
• Promoted to Executive Secretary for consistently exceeding expectations and
demonstrating professionalism.
• Organized board and leadership team meetings, drafted agendas, recorded minutes,
and maintained confidential files.
• Screened calls, greeted visitors, and managed all front-facing executive interactions.

Receipt of proforma invoices and verifying the accuracy of the items
ordered were in proper order for dispatch to UAE.
• On receipt of goods to UAE - coordination with MOH and DOH on status
of medicines shipped, discrepancy, etc.
• Helped with senior personnel in their day-to-day work such as
coordination of meetings internally and externally, assistance provided
in administration work.
• Coordinate with customers regarding delivery of goods and expediting
the shipments on time.

• Coordinated import operations, verified proforma invoices and ensured correct
documentation for dispatch.
• Liaised with the Ministry of Health and Department of Health for regulatory
compliance.
• Handled logistics, shipment coordination, and ensured timely delivery of sensitive
medical products.
• Maintained updated communications between departments and stakeholders to
facilitate streamlined operations.
• Supported day-to-day office operations, managed office supply inventory and
scheduled service contractors.
• Prepared documentation for board meetings and maintained confidential project
records.
• Drafted letters, prepared presentations, and liaised with internal departments and
vendors.

HOBBIES
Books, Music, Travel
• Handling administration work for the department.
• Travel arrangements domestic as well as international including hotel
stay.
• Handling documentation from various departments as well as from
external companies.
• Updating departmental records in preparation for Director’s monthly
report
• Updating client database.
• Assisting in the preparation of the Sales Department’s corporate
activities and guest functions.

Assisted in the MD’s office - routine secretarial duties.
• Interacted with Heads of all Departments for various meetings.
• Was responsible for any additional requirements of Expatriates, e.g.,
local accommodation, domestic travel, sightseeing, etc.
• Assisted international guests with international and domestic travel.
• Assisted employees of Head Office in Basle, Switzerland and other
international city’s requiring visa, foreign exchange, tickets and hotel
reservations and coordination for meetings at other locations.
• Interaction with Heads of other pharmaceutical companies for
appointment scheduling.
• In-charge of floor office equipment’s maintenance of contract
renewals, etc.
• Assisted in the running of the Travel Bureau for employees of the
company.

• Managed executive schedules, national/international travel, and organized high-level
project meetings.
• Oversaw communications, ensuring timely and professional correspondence within and
outside the organization.
• Drafted letters, prepared presentations and liaised with internal departments and
vendors.
• Maintained confidential project records.

Assisted in the Managing Director's Office -routine secretarial duties.

Interacted with Heads of all Departments for various meetings.

Responsible for any additional requirements of Expatriates. eg. local accommodations, domestic travel, sightseeing, etc.

Assisted employees of Head Office in Basle, Switzerland and other international city's requiring visa, forex, tickets and hotel reservations and coordination of meetings at other locations.

Interaction with Heads of other Pharmaceutical companies for appointment scheduling.

In-charge of floor office equipment's maintenance of contract renewals, etc.
Assisted in the running of the Travel Bureau for employees of the company.

Was promoted to "Executive Secretary" after having gained good experience in the Managing Directors office enabling me to pursue my career as Executive Secretary.