Executive Assistant
Dubai International Financial Centre (DIFC)
Total years of experience :5 years, 4 Months
• First point of contact for EVP’s office with any queries.
• Deal with queries via phone, email and general correspondence. Controlling correspondence; designing filing systems; reviewing and approving supply requisitions; assigning and monitoring clerical functions.
• Conserves executive’s time by reading, researching and routing correspondence; drafting letters and documents; collecting and analyzing information; initiating telecommunications.
• Maintains customer confidence and protects operations by keeping information confidential.
• Completes projects by assigning work to clerical staff; following up on results.
• Responsible for heavy calendar management, arranged travel schedule and reservations as needed.
• Maintained and updated department files and records.
• Handling correspondence, complaints and queries and preparing letters, presentations and reports.
• Carry out the entire secretarial work required by the Group Consultant in an efficient manner to ensure the smooth running of the department.
• Establish and maintain confidential files concerned with personnel and/or policy matters; record actions taken on sensitive issues and responsible for releasing information to authorized parties.
• Arrange schedule of appointments for the Group Consultant, exercising discretion in committing Group Consultant’s time and in referring caller or visitor to another appropriate source of information or service.
• Preparing and editing correspondence, reports and presentations.
• Establish, maintain and update a filing system which ensures that documentation is easily accessible.
• Take dictation from the Group Consultant; prepare documents from notes, typed copy, rough drafts, oral instructions, memos, transcripts of minutes and reports.
• Maintain a strong follow up on pending matters and coordinate with the concerned people in order to get the matters accomplished as desired.
Aug 2009 - June 2011 Sterling Perfumes Industries LLC, Jabel Ali - UAE
Position: Secretary / Assistant to Research & Development Manager.
KEY DUTIES:
• Providing assistance to the R & D Manager on day-to-day activities.
• Updating the fragrance library with the samples for immediate retrieval.
• Maintaining lab as per the GLP (Good laboratory practice) guidelines.
• Preparation of laboratory samples, safe handling, storage & retrieval.
• Co-ordinating with procurement & purchase of fragrances & Raw materials.
• Prepare test reports in a timely and accurate manner in the required format (written,
verbal, formal presentation)
• Providing assistance in implementing research work.
• Safe working in accordance with HSE policy procedures.
• Answering calls of MD.
• Preparing minutes of meeting.
• All mail communication and faxes.
• Handling customer inquiries, incoming and outgoing faxes.
• Complete correspondence and follow up with sub-contractors for quotations
• Correspondence with consultants, clients, sub-contractors, banks, dewa and etisalat.
• Maintaining company's reference book, invoice register, incoming and outgoing faxes
records.
• Communicating with project engineers respect to client's complaints and ensures that the requirements have been met on time.
• Ability to work as an individually and can be a team player if required.
• Also, enjoy solving the problems of organization & Staff.
• Interested to learn new techniques and apply to achieve targets.
• In nature, I am Patient & hardworking, willing to do long term challenges and day-to-day
business and activities.