Rukhsar Shaikh

Provided high-level executive support to C-suite leadership, including calendar management, travel coordination, email handling, and meeting preparation.

Acted as the primary point of contact between executives and internal/external stakeholders, ensuring effective communication and confidentiality.

Managed daily office operations, including procurement, vendor management, facility coordination, and upkeep of administrative systems.

Coordinated internal communications, scheduled board meetings, prepared agendas, and documented minutes.

Oversaw document control and filing systems (physical and digital), ensuring compliance with company policies and data protection protocols.

Supported HR functions such as onboarding, staff coordination, and leave tracking.

• Developed and implemented a streamlined accreditation process for 2000+ staff & suppliers to identify and allocate access rights for Front of House (FOH), Back of House (BOH), Laminate, Pit, Stage, and Dressing Room areas.
• Supervised a team of 3 assistants to issue track accreditation passes efficiently.
• Coordinated distribution and inventory of 100 radios with accessories, ensuring seamless communication.
• Collaborated with security and operations teams to define and enforce access protocols.
• Resolved on-site accreditation and equipment issues, ensuring smooth event operations.

• Managed accreditation & roster for 50+ staff and freelancers, ensuring timely credential issuance.
• Client Liaison for operational aspects, addressing client needs and ensuring expectations are met.
• Coordinated with suppliers to secure necessary services and products.
• Fulfilling sustainability requirements for Carbon Reduction Measures
• Oversaw on-site management, from setup to breakdown.
• Prepared DMS and filled the carbon tracker for environmental compliance.

Operations Venue Management - Managed venue, labor and technical efforts of internal and external
partners to successfully execute 64 matches held over 29 days in eight venues
• Oversaw event happenings in progress, answered guest questions, acted quickly to resolve problems
and trained and supported team members and volunteers.
• Travel & Transport Management - Point person for HBS International Travel Team, liaising on day-to-day
basis to develop effective communication systems to successfully coordinate staff pickups & drop offs
from airport, hotels and to venues.
• Researched distance, traffic patterns and other aspects to determine cost-effective and productive
routes for deliveries.
• Coordinate the movement of goods, products, materials, or people, ensuring adherence to industry
regulations, and prepare transportation schedules.
• Coordinated dispatching of 25 drivers to accomplish daily delivery requirements.
• Support Service Team on vehicles handover (185 Vehicles)
• Roster Management - Managing schedule and roster of 25 drivers and Logistics Management Team for
collections 24 hours a day prior, during and after event days
• Budget & Petty Cash Management - Performed budget management tasks such as monitoring
company performance against estimates.
• Reviewing, preparing, and routing purchase orders and managing petty cash.
• Sourcing and purchasing equipment for operations team and ensuring safe and timely pickup and
delivery of shipments.
• Capture expenses, add receipts and allowances, create mileages, and import credit card
transactions in just few taps
• Uniform Distribution Assisted on uniforms distribution for 2500 HBS Staff
• Logistics Management Planned and supervised shipments from production to end-user and scheduled
daily and weekly routes.
• Directed shipping and receiving of wide range of products daily.
• Kept corporate departments and customers updated on critical shipments.
• Runner / Assistant Management - Supervised three Junior Coordinators and 25 Logistics runners
coordinating load in, operations, and load out of events conducted at Expo 2020 & FIFA WORLD CUP.
• Coordinated driver dispatch to accomplish daily delivery requirements.
• Directed activities of staff performing repairs and maintenance to equipment, vehicles, and facilities.
• Manage logistics team in delivery of operational, transportation and logistics for cast, International
participants, and FF&E services for Dubai Expo 2020 & FIFA 2022
• Inventory Management - Improved inventory accuracy by developing and implementing enhanced
control systems

• Coordinate with production, logistics, and venue teams to ensure event alignment.
• Primary point of contact for real-time issue resolution during events.
• Oversee operations from setup to teardown, including equipment and supply movement.
• Liaise with suppliers for catering, transportation, and technical services.
• Manage transportation, storage, and inventory, ensuring timely delivery of event elements.
• Coordinate staff transport, handling daily pickups/drop-offs, and managing 20-30 drivers.
• Support service team with vehicle handovers (185 vehicles).
• Manage roster for a 40+ member team, ensuring 24-hour coverage.
• Collaborate with local authorities on permits, security, and crowd management.
• Monitor cleaning, waste management, and maintenance teams.
• Handle logistics budgeting, keeping operations within budget.
• Assisted with uniform distribution for 2, 500 staff.
Work History - Corporate & Education Industry - EA / Business & Office Operations

Operations Venue Management - Managed venue, labor and technical efforts of internal and external
partners to successfully execute 64 matches held over 29 days in eight venues
• Oversaw event happenings in progress, answered guest questions, acted quickly to resolve problems
and trained and supported team members and volunteers.
• Travel & Transport Management - Point person for HBS International Travel Team, liaising on day-to-day
basis to develop effective communication systems to successfully coordinate staff pickups & drop offs
from airport, hotels and to venues.
• Researched distance, traffic patterns and other aspects to determine cost-effective and productive
routes for deliveries.
• Coordinate the movement of goods, products, materials, or people, ensuring adherence to industry
regulations, and prepare transportation schedules.
• Coordinated dispatching of 25 drivers to accomplish daily delivery requirements.
• Support Service Team on vehicles handover (185 Vehicles)
• Roster Management - Managing schedule and roster of 25 drivers and Logistics Management Team for
collections 24 hours a day prior, during and after event days
• Budget & Petty Cash Management - Performed budget management tasks such as monitoring
company performance against estimates.
• Reviewing, preparing, and routing purchase orders and managing petty cash.
• Sourcing and purchasing equipment for operations team and ensuring safe and timely pickup and
delivery of shipments.
• Capture expenses, add receipts and allowances, create mileages, and import credit card
transactions in just few taps
• Uniform Distribution Assisted on uniforms distribution for 2500 HBS Staff
• Logistics Management Planned and supervised shipments from production to end-user and scheduled
daily and weekly routes.
• Directed shipping and receiving of wide range of products daily.
• Kept corporate departments and customers updated on critical shipments.
• Runner / Assistant Management - Supervised three Junior Coordinators and 25 Logistics runners
coordinating load in, operations, and load out of events conducted at Expo 2020 & FIFA WORLD CUP.
• Coordinated driver dispatch to accomplish daily delivery requirements.
• Directed activities of staff performing repairs and maintenance to equipment, vehicles, and facilities.
• Manage logistics team in delivery of operational, transportation and logistics for cast, International
participants, and FF&E services for Dubai Expo 2020 & FIFA 2022
• Inventory Management - Improved inventory accuracy by developing and implementing enhanced
control systems

My scope of work included leading all the non-academic functions of the school including HR, Admin,
Finance, Procurement, IT & Transportation. Led and managed a team of over 22 Members.
• EA to Principal / MD - Controls and manages diary, Calendar and associated logistics for Principal /
MD. Prepares and collates relevant paperwork before meetings. Updated spreadsheets and created
presentations to support executives and boost team productivity. Processed travel expenses and
reimbursements for executive team and senior management group.
• Leadership & Strategy - Attend Senior Management/Leadership Team & committee meetings with
Principal and Britus Education. Negotiate and contribute towards strategic decision making within
schools Senior Management/ Leadership Team.
• Financial Resource Management - Evaluate information and consult with the Principal & Finance to
prepare a realistic and balanced budget for school activity. ·Propose revisions to the budget if
necessary, in response to significant or unforeseen developments. Handling accounts receivable and
Payables. Maximize income through lettings and other activities. Controlled costs to keep business
operating within budget and increase profits.
• HR & Administration Management - Onboarded new employees with training and new hire
documentation. Maximized performance by monitoring daily activities and mentoring team members.
Procurement of all Academy equipment & resources. Line management of all non-teaching staff
including the office and administration, janitorial and cleaning, catering, school nursing, pupil support,
technical and ICT support staff.
• Key Achievements - Increased student enrollment by 10% by introducing Sibling Discount & Referral
discount approved by KHDA
• Established new key partnerships with Catering, Uniform, MEP & Transport Company, resulting in a 15%
increase in annual revenue

• Organize and coordinate office administration and procedures, in order to ensure organizational
effectiveness, efficiency, and safety.
• Studied processes, implemented cost reductions and developed reporting procedures to maintain
administrative workflow.
• Computerized activities, maintained customer communications, and tracked records through delivery.
• Coordinated with human resources department to handle payroll and personnel databases.
• Manage relationships with over 200+ vendors, service providers, and landlord, ensuring that all items
are invoiced and paid on time
• Manage contract and price negotiations with office vendors, service providers, and office lease
• Established new key partnerships with Catering & Rent a Car Company, resulting in a 20% increase in annual revenue

Juggle multiple projects at once, prioritize tasks and communicate effectively with my colleagues.
• Processed travel expenses and reimbursements for executive team and senior management group.
• Organized and coordinated conferences and monthly meetings.
• Screened calls and emails and responded accordingly to support executive correspondence.
• Supported business and hospitality needs of corporate partners and staff during meetings and
company events.
• Handled confidential and sensitive information with discretion and tact.
• Managed executive calendars, scheduling meetings and appointments and coordinating travel
arrangements to optimize time.

• Led and streamlined all non-academic operations, overseeing departments such as HR, finance, procurement, IT, and transportation, while managing a team of 22 staff members.
• Executive Support: Managed the CEO / MD Levels daily schedule, coordinated meetings, and handled all associated logistics and documentation.
• Financial Oversight: Worked collaboratively with the Principal and Finance team to develop and manage the schools budget, ensuring financial stability and adapting to unforeseen challenges.
• Operational Management: Managed the coordination of all non-academic functions, ensuring effective resource allocation and operational efficiency across departments.
• Managed office administration, ensuring efficiency, safety, and organizational effectiveness.
• Coordinated payroll, personnel databases, and vendor relations for over 200+ service providers.
• Handled contract negotiations, vendor management, and office lease agreements.
• Processed travel expenses and reimbursements for executives and senior management.
• Organized conferences, monthly meetings, and corporate events.