PA to CEO
UtilEco Group of companies
Total years of experience :29 years, 11 Months
UtilEco Group of companies (15 Jul 2008 -till date)
PA to CEO
Job responsibilities include but not limited:- • Maintaining the CEO Diary / Calender
• Ensure all concerned gets response from CEO while he is away.
• Managing CEO's emails + respond accordingly.
• Setting up Travel Plans, Multi/complicated travel plans, last minute changes etcetc.
• Setting up accommodation and entertainment arrangements for company visitors.
• Meeting and greeting clients and visitors for the CEO's office
• Conference calls
• Setting up and coordinating meetings and conferences, attending meeting and taking Minutes of Meeting
• Creating, transcribing and distributing meeting agendas and minutes.
• Answering telephones and handle in appropriate manner
• Performing general clerical duties to include but not limited to photocopying, faxing, mailing, and filing, courier packages
• Maintaining hard copy and electronic filing system
• Co-ordination with office branches overseas (UK, Spain, KSA)
• Smooth operations of the office in the absence of CEO
• Personal Banking and Finance, Personal bank accounts, credit cards, handling net banking. Maintenance of expenses record, and co-ordination with accounts.
• Expense claims, personal & business - Account Reconciliations.
• Correspondence, follow ups, quick responses
• Entire Office Administration (printing & stationery, pantry supplies, etcetc)
• Complete Office Administration.
• HR / PR co-ordination & follow up.
• All Secretarial assistance to CEO, BD Director & Corporate Advisor
Job responsibilities include but not limited to
➢ Managed Correspondence, Schedule and Meetings
• Handling correspondence on a daily basis
• Drafting routine correspondence and expedite urgent, confidential and important correspondence to appropriate stakeholders as needed.
• Organising correspondence in priority order, exercising discretion in ordering documents for immediate action and forwarding pertinent correspondence directly to associates for their attention and follow up.
• Monitoring and responding to inquries and correspondence for the Executive Chairman.
• Maintain the general filing system and file all correspondence
• Setting up reminders, and necessary follow - ups.
• Create effective storage and retrieval system for confidential information and action / communicate to concerned people as and when necessary.
• Diary Management
➢ Administration
• Providing professional and personal support to Executive Chairman
• Answering calls and handling queries
• Conduct research on the internet as required.
• Effectively negotiate and tie up key business hotels and residence apartments for business use.
➢ Property Management
• Properties in UAE
• Maintenance, Utility Payments and adhoc tasks.
• Villa rented out; ensure timely renewal of contract, timely receipt of rent, maintenance issues to be sorted out.
• Service fees payment regularly on timely basis
• Property in India
• Flat leased out, ensure timely receipt of rent, property tax payment, handle maintenance issues if any.
• Property in UK
• Flat leased out, ensure timely receipt of rent, handle maintenance issues if any.
• Timely renewal or trace a new tenant with no vacant period
➢ Finance
• Manage all financial requirement in timely manner as per requirement.
• Checking and verifying all the transactions from monthly credit card, and account statements.
• Online banking transactions
• Monthly and quarterly payments
• Filing India tax returns, annual property tax online payment
• Filing UK tax returns, quarterly service fee payment online.
• Travel expenses
• Renewal subscriptions
➢ Insurance
• Health Insurance - Timely renewal, claim reimbursements, pre-approvals, and adhoc requirements.
• Motor Insurance - Timely renewal
• Home Insurance - Timely renewal, additions deletions of items as and when required.
• Others
• Maintain House staff records, visa, documents, insurance.
• Arrange hospital appointments as and when required.
• Maintain House Maintenance contracts, timely payments
Local Group of Companies (Dubai) (1stApril '03-13 Jul 2008)
Assistant to Chairman - Lootah Group of Companies
Handling Chairman's Office which involved:- - Maintaining Chairman's Diary
- Producing necessary reports as and when necessary, on various divisions in the group.
- Taking action on the various tasks assigned by Group Chairman.
- Follow ups on various subjects, and all the self correspondence linked with the Group Chairman.
- Preparing Itinerary for the Chairman as well as the GM's in the group.
- Co-ordination with various departments as and when required.
- Handling Chairman's appointments.
- Guest relation and hospitality etcetc.
Also, assisted the HR & Administration Department in the Group of Companies, having workforce strength of approx. 4000 employees. Job responsibilities were as below:-
- Assisting the Group HR & Administration Manager in day to day activities.
- Successfully, conducted interviews and recruited staff / labors for the Organization.
- - Custody of Passports & personal files of the employees.
- Follow up for renewal of visas, monitoring the existing visit visas of employees, health card renewal, labour card renewal viz., visa related matters of the employees.
- Handling the leave plans for all the employees in the group, whether emergency, annual leave etc.etc.
- Responsible for getting the passports renewed for all nationalities.
- Dealing and clearing all the grievances of the employees in the entire group.
- Co-ordination between all the departments and branch offices of the Group, and regular follow up in all the matters.
- Correspondence with all the divisions, maintaining records accordingly, filing, telephone calls, faxes, emails.
- Generating reports as and when required by the Management.
- Ticketing for the employees proceeding on leave.
- Itinerary for the Head of various departments.
- Office Administration, DEWA & Etisalat payments, Staff Transportation, Printing & Stationery, Hotel Reservations, Guest Relations etc.etc.
Newmatic Trading Co. (Dubai) (September '2002 to April '03)
(Temporary Assignment)
Worked as a Secretary to the Sales Manager. Newmatic - mainly involved into trading of Hygiene chemicals, Laundry chemicals, and Laundry equipments. Basically dealing with the Hotel Industry, Laundries etc etc.
Job responsibilities were as below:
- Assisting the Sales Manager in day to day activities, and dealing with the customers visiting office, in his absence.
- Attending the telephone calls, and taking the orders.
- Forwarding the orders to the stores, after preparing the delivery order, to supply the materials to the customer's destination.
- Receiving incoming faxes, basically enquiries, and submitting necessary quotations. Moreover, even at certain situations negotiation of the quotations in the absence of the Sales Manager.
- Follow up on the quotations submitted to the customers.
- Placing orders with the suppliers in the UK, and tracking the shipment.
- Generating monthly sales statement, weekly stock statement and submitting the same to the Management.
Mace International Ltd (Dubai) (July '2001 to August '01)
(Temporary Assignment)
Mace - An MNC project based UK company, involved into major projects management. Worked as a Team Secretary to the Managing Director, Regional Director and Team of Project Managers. Job responsibilities were as below: -
- Receiving faxes, emails and forwarding the same to the concerned person.
- Preparation of weekly / monthly minutes of meetings.
- Co-ordination between various sites for necessary documents.
- Controlling incoming and outgoing documents.
Newton Engineering & Constructions (Dubai) (May '1998-March '01)
Worked as a Secretary to the Manager, and the company basically involved into constructions on a contract basis. Newton Engg, having workforce of about 500 employees. Job responsibilities were as under:
- Assisting the Manager in day to day activities.
- Co-ordination with suppliers, for arranging the uniforms, safety equipments for the workers.
- Co-ordination with the suppliers for materials for the sites, as and when required.
- Custody of the employee's passport, and personal files.
- Follow up for visa renewals, labour card renewals, and health card renewals.
- Generating monthly invoice and submitting to the contractors.
- Follow up for payments.
- Doing market survey and approaching various contractors for awarding new jobs.
Zoom Developers Pvt. Ltd. (March '1995 - March '1998)
(Mumbai - India)
Worked as Executive Secretary / Executive Assistant to the Chairman & Managing Director of the Company. A Project development Organization, having around 70 Management staff strength all well qualified. Job responsibilities were as under: -
- Assisting the Chairman / Managing Director, in day to day activities.
- Handling all confidential matters.
- Monitoring and co-ordination for all the bank transactions. Assisting the chairman for negotiations / clearing the letter of credits, and bank guarantees on the overseas banks, mainly European banks.
- Co-ordination between all the site offices, customers, and mainly banks.
- Generating weekly reports and submitting to the Chairman.
- Self correspondence, follow ups, fixing meetings domestic and international, preparing itinerary for the chairman.
- Taking self decisions in the absence of Chairman, and co-ordination with him regularly while he is traveling, and keeping him updated about the happenings in the office.
- Arranging weekly meetings, between the Chairman and the Managers. Attending the meeting, and preparing the minutes of meeting and circulating the same to everybody.
Chemocid (India) Pvt. Ltd (October '93-February '95)
(Mumbai - India)
Worked as an Executive Secretary to the Directors of the Company. Chemocid basically a chemicals production company, having two factories located in India. Company involved into manufacturing of various industrial chemicals, dyes and colours etc.etc. Suppliers included domestic as well as international. Job responsibilities were as under:-
- Assisting the Directors in day to day activities.
- Self correspondence, follow up with factories for dispatch of materials, preparation of delivery orders and forwarding the same to the stores, for further dispatch, raising invoices, and follow up for payments.
- Preparation of minutes of meetings, arranging itinerary for Chairman.
Crescent Valves Pvt. Ltd (December '92-October '93)
(Mumbai-India)
Worked as a Secretary to the Directors of the Company. Crescent, basically industrial valves manufacturing company, having two factories in India. Job responsibilities involved were as under: -
- Attending telephone calls, preparation of quotations, and follow up for the quotations submitted in the market.
- Assisting the Directors / Sales Managers, in preparation and submission of tenders.
- Assisting the Accounts in preparing invoices, and follow up for payments.
- Generating the overall stock statement monthly and submitting the same to the Management.
- Receiving the telephone calls, enquiries, and submitting the quotations accordingly.
Currently ongoing course for the period of September 2015 - November 2015