Sujatha Changarath

Pl refer to CV

 Preparation of employment contracts and HR manual for new hire
 Mobilisation of Staff: Arranging mobilisation and demobilisation of project-based staff
 Processing New joiner Visa, Medical insurance as per eligibility
 Organising new joiners induction to company, familiarisation and ensure employees adhere to Company
policies and procedures.
 Organising facilities for new joiners such as Workstation, IT access as required.
 Preparation of loan letters
 Track and maintain annual leave and update employees in compliance with company policy.
 Timesheet Management: Input of timesheet on weekly basis and tracking leave for all relevant staff.
 Proactively send notifications to reporting managers on Staffs Performance Development Reviews (PDRs) and
compile the same for annual salary increments / bonus.
 Sending annual appraisals formats and filing evaluated appraisals.
 Maintaining and updating the promotions and appointments for the MESA region.
 Arranging Exit interviews along with department heads for leaving employees and compiling minutes.
 Proactively update internal newsletter with all upcoming government holidays, change in government
regulations

Mott MacDonald is the global management, engineering and development Consultancy Company handling next-generation projects worldwide. OGP has global presence operating a network of diverse multi-disciplinary engineering teams of 1300 staff spanning 17 offices in 11 countries.
Diary Management - Day to day basis maintaining calendar, organising and diarising meeting appointments, arrange conference calls.
Business Communication - Self correspondence related to incoming/outgoing emails with efficient follow ups often corresponding on behalf of MD.
Presentations - Preparation of Powerpoint presentations for meetings.
Telephone - screening telephone calls, enquiries and requests appropriately.
Meetings - Circulating agenda / meeting packs for meetings in advance and taking and distribute minutes and follow up to take things to closure.
Travel Arrangements - Arranging flights, Limo service and accommodation for MD’s travel.
Visitor Management - Co-ordinating travel/accommodation arrangements, meeting and greeting visitors at all levels of seniority.
Reports - Collecting reports from all country managers, compiling them, as well as graphical representation to Senior Management.
Research - Carrying out background research on company’s interested topics and providing statistical findings as and when required.
Data Management - Maintaining database of regional organisations, documents, briefing papers, reports and presentations.
Expense Claim - On time settlements of official expense statements as per company policy.
Administrative follow-up - Efficient follow ups on behalf of MD with offices across the globe.
Events - Handled sales training/ major conferences for groups of 100 pax or more.
Marketing support - Organising marketing materials including brochures for major conferences, other offices within the region. Liaising with clients, suppliers for annual subscriptions and events.
Newsletter / Publishing news in Intranet - Publishing internal newsletter as well as in intranet on project wins and other important events.
CRM/BD Reports / Prospects Tracking Reports - Generate Business Development reports periodically using CRM systems within the company.
Business Contacts update - Update/file Business cards for easy access for MD’s Business contacts
Driver’s Schedule - Managing Driver’s schedule to fit Managing Director’s requirements.
Hotel /Event Contracts - Negotiation of hotel contract rates and other events rates
Bill Payments - Ensure all bills are settled as per company policy in a timely manner

In addition to the above, Legal EA Responsibilities include:
❖ Preparation of Power of Attorney: Notorising and Legalising of POAs as required by business
❖ Co-ordinating to Set up of New branch offices in the region.
❖ Maintain log of POAs, tracking of expiry dates and timely renewals.
❖ Drafting short letters, memos or notes (non-legal content)
❖ Organizing Arabic translation service for required documents.
❖ Ensuring documents are filed on Sharepoint site with correct file and matter details so that they can be located
centrally and easily for the legal team
❖ Logging all contract documents on a daily basis, assigning to Legal Counsels, tracking work flow as per work
queue system for review and maintaining database until close of the contract review by providing comments to
business.
❖ Comparing contract reviews and tracking similar reviews done previously for easy advice to the business.
Provide feedback to Legal counsel regarding the compared document with the preparation and checking
contract documents
❖ Maintaining accurate and up to date records of all proposals and meetings, monitoring compliance with
internal governance, commercial obligations, client engagement letters, register of signed contracts.
❖ Upkeep of Insurance certificates and trade licenses and tenancy contracts for various entities within the Group.

International SOS
Personal Assistant to General Manager - Medical Services EEMEA Region
September - upto December 2013 (Temporary Assignment)

International SOS is the worlds leading medical and travel security services company. During this period, I am handling Travel Management, Management Reports as well as various PA responsibilities.

 Marketing support: Organising marketing materials including brochures for major conferences, other offices
within the region. Liaising with clients, suppliers for annual subscriptions and events.
 Support Sales campaigns artworks for the country organizations.
 Liaise with Head office in Germany on the presentation, handouts, marketing and Product brochures.
 Coordinate all magazine/newspaper advertisements with marketing agency for partners and all other offices.
 Develop all required marketing support material for annual conference such as Logo / pull-up banners /
websites / invites (html) /notifications.

DB Schenker
Personal Assistant to Vice President - Sales & Marketing, MEA Region
April 2009 to March 2013
DB Schenker is a logistics company, a wholly owned subsidiary of Deutsche Bahn AG, Germany. With almost 46
countries being handled by Regional Head office for MEA region, the following vast responsibilities were
involved for me as a PA to Vice President.

Diary Management - Day to day basis maintaining calendar, organising and Diarising meeting
appointments, Arrange conference calls.
Business Communication - Self correspondence related to incoming/outgoing emails with efficient follow
ups often corresponding on behalf of VP.
Meetings - preparing agenda for meetings and taking and distribute minutes and follow up to take things to closure.
Travel Arrangements - Arranging flights, Limo service and accommodation for VPs travel.
Visitor Management - Co-ordinating travel/accommodation arrangements, meeting and greeting visitors at all levels of seniority.
Reports - Collecting sales reports from all country sales managers, compiling them, as well as graphical
representation to Senior Management.
Research - carrying out background research on companys interested topics and providing statistical
findings as and when required.
Data Management - Maintaining database of regional organisations, documents, briefing papers, reports and presentations.
Expense Claim - On time settlements of official expense statements as per company policy.
Administrative follow-up - Efficient follow ups on behalf of VP at regional level with Managing Directors
Events co-ordination - Handled sales training/ major conferences for groups of 100 pax or more.
CRM - Handled CRM system (SMART) within the company
RFQ - Handled RFQs (Quotations) for Air & Ocean.

In additional to EA responsibilities, additional CRM Projects handled as per below:

 Data Hygiene/ Data clean up/De-duplication of Emaar customer database through various channels.
 Launching E-services in Emaar.com in coordination with IT (similar to online banking)
 Established Service Request Priorities to enhance customer satisfaction.
 Data analysis of prospect information /Data Consistency/ Data Storage / Archiving system/ Customer
Satisfaction Survey
 Designed CRM Data Request form within the company to secure data within the company.
 Report on Sales performance, top 10 customers and customer behaviour through Cognos Reports.
 Involved in Customer Segmentation, Product Segmentation and update touch points in a customer lifecycle.