Executive Assistant for Project Team & CEO
AnalyticaOne
Total years of experience :13 years, 6 Months
• Drafting all required internal correspondence, memos, and presentations;
• Assisting the director in performing daily tasks, both routines and carrying out other tasks;
• Managing internal and external correspondence on behalf of CEO;
• Coordinating and maintaining multiple calendars of appointments of the Project Team;
• Scheduling client meetings and recording meeting minutes for review by the PM to follow up;
• Monitoring follow through on decisions taken at meetings and preparing status reports to CEO;
• Acting as the administrative point of contact between the CEO & Project Team and external clients to
ensure efficiency at all times;
• Maintaining an organised filing system of paper and electronic documents;
• Prioritising and managing multiple projects simultaneously and follows through on issues in a timely
manner;
• Preparing all required documents and files for Tender & Bid participation as per clients’ requirements;
• Maintaining the contracts, agreements and other important files related to the Project and provide them
to the concerned as and when required;
• Assisting in the preparation of business proposals, sending the initial RFPs & RFQs to clients;
• Facilitating the flow of information across the Company division/department to ensure that staff are
aware of relevant developments;
• Creating monthly reports on operational activity and project updates;
• Tracking clients payments across with Team expenses;
• Arranging Travel Requirements: Visa, Flights, Accommodation & Transportation for CEO and Team;
• Traveling for Business purposes across GCC countries;
• Managing sensitive matters with a high level of confidentiality and discretion decisions directly impacting
the global operations of the company;
• Improving current processes and coordinate organisational procedures for optimised efficiency and
productivity;
• Providing with any Ad-hoc requests within the team and executives;
• Coordinating and maintaining smooth communication efforts between the Executive Team, Internal
departments, and senior management keeping all members informed of upcoming commitments and
responsibilities, and following up appropriately;
• Issuing visitor passes to all visitors and directing them to their destination on site.
As a Project Assistant for EXPO2020 Al WASL PLAZA, I provided various support to Project
Managers, Engineers, Warehouse and Finance Departments with the following tasks:
• Procurement for the multiple projects, including achieving the best payment terms and quotes, issuing
purchase orders, and processing Tax Invoices;
• Dealing with local & international shipping companies for arranging deliveries for project supplies;
• Communication with Vendors & Clients related to current contracts & projects;
• Arranging site access and passes along with internal vehicle logistics for company staff and
subcontractors;
• Advanced Researching information for project planning;
• Scheduling Crew shifts for effective project completion;
• Submitting Request For Information (RFI) to upcoming new projects;
• Collaborating with Logistic Department for day-to-day operations;
• Providing regular status updates and reports to project leads and Managing Director on the projects and
initiatives through appropriate means and channels;
• Contributing to the overall effectiveness of the business by performing secretarial duties, providing
administrative support to the Project team;
• Organising and implementing administrative projects independently in accordance with deadlines;
• Coordinating appropriate billings with Project Accountant ensuring payment compliance, setting up
projects in accounting systems and maintaining work plans with Project Managers;
• Ensuring all documentation meets formal requirements and required standards (ISO);
• Processing, administrating, and controlling the quality assurance of the correspondences, submittals,
specifications related to technical and commercial disciplines: such as Drawings, Method Statements,
Material Approval, Material Inspection, Site & Engineering Instructions, Environmental plans, H&S,
Payment request & Invoices;
• Following up with Project Managers, Engineers, and Technicians making sure all are up to date about
the project inquiries;
• Uploading and distributing documents to relevant parties through the electronic document control
system (Aconex) along with the hard copy records on as per company DC system.
After relocation to UAE, I started my career in the Admin field where I was responsible for Office
Management along with Human Resource Assistant Responsibilities:
• Welcoming guests and customers by greeting them, in person or on the telephone;
• Answering, screening, and professionally transferring incoming phone calls;
• Managing day-to-day Office operations and maintaining high standards;
• Overseeing the entire Front Office activities ensuring the reception area is tidy and presentable;
• Providing general office and secretarial support to the Team, including, typing, transcription;
• Managing Multiple Calendars & Schedules- Resolving Any Scheduling Issues;
• Coordinating with the IT department on all office equipment;
• Maintaining mailing, shipping, equipment, bills, and errands for the office;
• Managing relationships with vendors, and service providers, ensuring all items are invoiced & paid on
time;
• Ensuring office efficiency is maintained by carrying out planning and execution of equipment
procurement, layouts, and office systems;
• Booking meeting rooms, ensuring cleanness, refreshments, brochures, and stationery are in place;
• Recording and Submitting company expenses to the Finance Department;
• Participating in the planning and execution of company events;
• Managing Petty Cash, preparing Admin Department Expense Report;
• Maintaining Incoming and Outgoing Documentation(Distributing, Scanning, Indexing, Filing);
• Managing document/information ensuring appropriate access and updated information, including
Updating Customer & Vendor Date base on ERP;
• Liaising with all government entities in order to maintain all required licences valid;
• Support with new joiner orientation and exit procedures;
• Maintaining records of insurance certificates received from vendors;
• Recruiting process across the company HR requirements;
• Liaising with PRO for completing a residency arrangements;
• Onboarding Employees as per Company Policy & Procedures;
• Informing the of any issues that may arise internally and/or externally which could potentially impact the
organisation.
After graduating, I started my career as an Accountant at Fire Safety Company in my hometown
Nizhny Novgorod, my main job duties were:
• Filing, keeping records, and archiving all documents and data entry;
• Coordinating the drivers and creating a daily schedule for them;
• Creating memos, forms, templates, sales, purchase ledgers, and journals;
• Handling Petty Cash;
• Verifying Purchase orders for approval by MD;
• Responding to all Vendor Inquiries;
• Generating & posting invoices /Credit notes/ Payments & cash receipts;
• Following up on daily basis with company Receivables;
• Submitting requests for Advance payments as per company protocols;
• Dealing With Customers (Statement Of Account);
• VAT Filing/Processing;
• Payroll, & WPS Processing.
Bachelor’s Degree: Accounting and Audit September 2004-May 2010 - Nizhny Novgorod State Commercial University, Russia
Main High School Subjects