Sheba Oommen Parayil

Executive Assistant (Chairmans Office ) at DAMAC

• United Arab Emirates - Dubai
• My current job since March 2018

 Email Management - Read and analyse incoming memos, letters, submissions and reports to determine their significance and plan their distribution.
 Travel Co-ordination:
- Managing travel arrangement for SVP and staff as per itinerary.
- Hotel Accommodation & Airport Pick or Car Rental
- Travel settlement
- Visa arrangements
 General:
- Taking Minutes
- Daily reminders on tasks or meetings that was supposed to take place
- Follow up on the generation of reports that is requested by department heads
- Preparing the Agenda ahead of meeting
- Responsible for issuance of NOC’s, MEMO’s etc .
 Accounting:
- Managing and recording of Payment to be made to contractors, consultants and suppliers both local and international.
- Preparing of Petty Cash and Payment Vouchers
- Credit card payment reconciliations to be processed
- Ensure timely Payment of all Company Credit Cards, DEWA, DU & ETISALAT payments
- Interacting with the Corporate Finance and Project Finance (several accounts within the organization) for fund transfers, payments, statements, and several correspondence
 Calendar Management -Schedule appointments for meetings with clients and personal events.
 Provide administrative support to all Department heads.(Excel/Word/PowerPoint)
 Coordinate departmental reports and documentation for the Board of Committees meetings.
 DAMAC has system called E-connect :
- Where we can raise tasks for respective task owners (after the final MOM has been issued)
- Conduct proactive follow ups on the agreed target dates
- Present a report on the status of progress on all the tasks

EA/Office Manager ( VP's Office ) at Midcom

• United Arab Emirates - Dubai
• September 2017 to March 2018

Executive Assistant to Director at VISA MIDDLE EAST

• United Arab Emirates - Dubai
• March 2017 to May 2017

Executive Assistant to Director/Head of EMEA at SYMANTEC

• United Arab Emirates - Dubai
• October 2015 to March 2017

 Devising and maintaining office filing systems, including data management and managing administration duties
 Arranging travel, visas and hotel accommodation and, occasionally, travelling with the Director
Take notes /dictation / minutes at meetings or to provide general assistance during presentations;
 Screening phone calls, enquiries and requests, and handling them when appropriate;
 Managing the calendar for the CEO and sending reminders.
 Meeting and greeting visitors at all levels of seniority;
 Organising and maintaining diaries and making appointments;
 Dealing with incoming email, faxes and post, often corresponding on behalf of the manager;
 Organising Team Meetings and preparing the Minutes.
 Booking Rooms and Conference Facilities.
 Organize and contact Aramex for courier deliveries and pickup
 Producing documents, briefing papers, reports and presentations
 Ordering stationery, furniture, & grocery.
 Manage Contracts and price negotiations with vendors, office lease etc.
 Organising and attending meetings and ensuring the manager is well prepared for meetings;
 Makes sure the PRO submits the reports on all visa related matters.

Office Admin/HR coordinator at SERCO

• United Arab Emirates - Dubai
• February 2012 to September 2015

HR Duties:
 In charge of visa and labor card processing. FREEZONE & MOL
 Issuance of Salary Certificates / Prepare NOC's( Bank loans/ travel/ licences etc)
 Close liaison with the PRO with regards to Visa matters
 Issuance of Medical Cards, Access Cards& Visitor Cards
 Responsible for managing Annual leaves, Passport return releases and Labour card resumption
 In charge of Opening Salary Accounts.
 In charge of Employee Verification with Bank Personnel’s.
 In charge of training for employees. SOFT SKILL TRAINING.
 Monitoring and Report generation of the time attendance system
 Advertise various vacancies on Job Portals & Call candidates for Interviews.
 Joining formalities .Prepares all relevant documentation such as employment contract, etc.(TECOM & MOL)
 Report any absconders or employees who do not return from vacation to PRO.
 Preparing Warning Letters

Administrative duties:

 Organizing and Maintaining of office files and records.
 Prepare Visa Costing Reports for Finance Verification
 In charge of Renewal of Trade licenses, Establishment Cards, Leases of the organization
 Inform the MD /HR Head on canceled meetings.
 Event Management and Execution -Plans events and volunteer activities
 Close liaison with the PRO with regards to obtaining company related documents from Economic Departments, immigrations, embassies, etc.
 Travel arrangements made for Managers/Directors- \[Ticket, Visa, Hotel, Car Hires, etc\]
 Track of DRIVERS travel log and manage the pickup of company personnel’s
 Petty cash management.
 Booking Rooms and Conference Facilities
 Prepare monthly HSE reports.
 Prepare Invitation letter addressing the Embassies for Visa related matters.
 Incident Reporting - Report of major breakdown activities or other incidents / accidents

Vendor Management:

 Contract Maintenance and Management
 Maintain stock levels for office itinerary and placing orders to the various vendors
 Issue PO, follow-up, expedite& schedule to bring in materials timely to meet office demands
 Send RFQ, do price comparison, etc
 Renewal & Negotiation of Vendor contracts.

Administration Coordinator – Project Support(Food Services) at Mohebi Logistics

• United Arab Emirates - Dubai
• September 2008 to January 2012

Human Resource Responsibilities:
 Maintaining employee files in the HR filing system and amends the staff attendance for HR related issues.
 Co-ordinate the VISA process with Admin section
 Updating Employee database on a regular basis
 Maintain Time & Attendance record for office staff
 Travel bookings for staff.
 Hotel Reservations for clients and staffs
 Assists the Office manager in the organizing of events within the organization

Vendor Management:
 Closely liaison with the vendors and suppliers as part of vendor selection process.
 Communicate the exact requirement to the vendors and keep a constant follow up to get the samples and quotation in time.
 Arranges meetings and supervises and control the calendar schedule on MS outlook
 As a part of market research finds out alternate vendors (Dry, Frozen & Chilled products) in order to improve the pricing and quality of the procured items.

Customer Relations:
 Closely communicate and coordinate with Purchasing Managers and Executive Chefs of the Client Hotel properties to understand their requirement and forward the same to the procurement team.
 Organize and plan the samples from various selected suppliers to test the same at Client locations.
 Responsible for addressing and resolving the Client - Purchasing Team & Executive Chef complaints and grievances.
 Maintain the Sampling session feedback and analysis in excel sheets.

Project Responsibilities:
 Closely coordinate with procurement analyst team to short list a particular vendor based on the financial impact on the overall project savings.
 Handles the task of providing innovative strategies and plans for the development of the organization.
 Closely coordinate with the shortlisted suppliers to ensure right quality samples are delivered.
 Uphold confidentiality with all information.