Executive Secretary
Majid Al Futtaim
Total years of experience :31 years, 1 Months
Maintain Chief Financial Officer’s calendar, schedule appointments, speaking engagements and coordinate meetings.
Serve as primary assistant to the CFO, representing the executive in interactions with internal and external parties and stakeholders. Additionally, support the Finance Department, Financial Shared Services, Risk Management teams.
Perform a wide variety of administrative duties to support the work of the executive, including but not limited to: creating Purchase Orders for all departments under the CFO, raising RFP’s, maintaining online expense payments, scheduling meetings and conference calls for the department.
Assist in preparing the material for the board every quarter.
Maintain department files, which include tracking department budget expenses, following up on invoices for vendors and consultants.
Assist in planning complex travel and hotel arrangements nationally and overseas.
Assist in event planning by coordinating the end to end solution from venue selection and other on-site administration.
Respond to routine incoming correspondence, sort and prioritize incoming mail and follow up correspondence for executive’s signature.
• Provide full administrative support to the Corporate Communication function through efficient coordination in all matters related to the day to day operations for the successful execution of the activities of the department.
• Prepare presentations and pitch books in relation to Majid Al Futtaim Ventures’ activities aimed at executive management and potential partners.
• Manage procurement for all activities of the department.
• Assist the section head in the preparation of the departmental budget, monitor expenses and reconcile against budget for the department and various initiatives/projects and track budget expenses and highlight the areas of concern to Section Head if any for timely action and decision making.
• Record meeting minutes and prepare accurate and comprehensive business correspondences as required.
• Assist the section head in the preparation of presentations, reports, departmental memos and letters, purchase requisitions for smooth operations of the department activities.
• Coordinate internal and external meetings, business travel for the team and ensure necessary arrangements are made to suit the business requirements.
• Collate /synthesize relevant internal Majid Al Futtaim Group data.
• Update the corporate website with Press releases and edit if any, to ensure timely and accurate data reflection.
• Coordinate the distribution of various corporate communication materials including direct mail, newsletters, brochures and other sales literature timely.
• Monitor daily news for corporate news and update daily clippings on the intranet “Tawasul” received from PR agency to ensure updated and on time communication of information.
• Prepare relevant reports as and when required by the section head to provide information to management for making informed decisions.
• Maintain updated databases, departmental files and other documentation for record purposes and easy retrieval purposes.
• Provide support the Corporate Communications team in developing the e-newsletter
• Provide support in developing Live Well Work Well program & CSR Initiatives
o Research for new healthy tips for the Live Well, Work Well Program
o Assist the team on organizing monthly activities for both - the Live Well, Work Well Program and CSR initiatives.
September 2008 till March 2011
Executive Secretary, Ghobash Trading & Investment Company - A leading investment firm
Learning, Responsibilities and Accomplishments
• Keeping track of all correspondences coming into the office of the Chief Financial Officer (CFO) and ensuring that all necessary follow-ups were done.
• Preparing draft correspondence to the incoming mail, reports and other documents independently and responding to emails on behalf of the CFO.
• Keeping track of the agenda of the CFO.
• Tracking all training need requirements of the Finance Division in coordination with HR.
• Receive, screen incoming calls and visitors, take and relay messages, respond to requests for information which are on priority and alert the CFO accordingly.
• Organize and maintain dairy on behalf of the CFO and alert accordingly.
• Deal with correspondence and write letters, take dictation and minutes and produce a draft and thereafter a final document.
• Liaise with HR and PRO for the Finance and Accounting Team with regards to leaves, travel requirements, visa renewals and medical claims.
• Ensure that monthly reports from subsidiary companies are delivered to the CFO on the 10th of every month and follow up with the Group Finance Managers if they are late.
• Coordinate with the General Managers and Managing Directors of the subsidiary companies for quarterly review meetings.
• Maintain all filing electronic and hard copies for easy access in retrieving files. Keep track of all financial statements and reports sent by all the subsidiary companies.
• Perform a variety of executive support tasks that may be highly confidential, sensitive and compile and maintain such records.
August 2007 till September 2008
Executive Secretary, National Engineering Bureau - Dubai - Catering to total Architectural and
Engineering solutions
Learning, Responsibilities and Accomplishments
• Working with the Project Management Team for the project Jumeirah Lake Towers.
• As a Document Controller, Check Document numbers, status, date, revision of the drawings and document submitted by the contractors as per approved Documentation Procedure and receive the same.
• Recording all incoming and outgoing correspondence, drawings, specifications, minutes of meetings, other project documentation, file in accordance filing system, in a timely manner.
• Prepare outgoing Site Transmittal and update transmittal log day to day.
• Receive “Request For Information” (RFI) and distribute by discipline and prepare RFI's Weekly and Monthly status for review and action.
• Distribute the Documents to concern department as per the specified discipline or instruction of the Project Manager.
• Producing regular reports of outstanding actions and responses on correspondence, minutes of meetings and other documentation.
• File the Documents as per the procedure code approved by the Organization. Search and retrieve documents as and when required for information.
• Create & maintain an orderly filing system, with indexing & color coding. Keep reference files and manuals up-to-date.
• Coordinate and schedule meetings with projects management on various issues.
• Co-ordinate and manage the document control system, develop the document control systems and procedures within as required.
Learning, Responsibilities and Accomplishments
• Learning towards multi-national nuances in a business practices
• Communicate, schedule and coordinate Chairman and Vice-President’s daily activities
• Regular oral & written communication, process auditing for internal Evaluation & Improved utilization of manpower and resources
• Independent responsibility at the real estate and property management division on handling administrative, human resources and accounting related responsibilities
Learning, Responsibilities and Accomplishments
• Sales Administration - coordinate with the internal sales team and Channel Partners on logging in of forms
• Sales support towards presentations, proposals that lead the company to start from scratch to a 50, 000 subscriber base in 18 months & Channel Partners from 4 to 65
• Responsible assisting the sales operations function for prospect and customer data tracking, sales training, and managing credentials for the sales team and general sales inquires
• Number Management - publish the list of available numbers to Channel Partners
• Golden numbers management towards premium sales
• Corporate Communication of Industry related news to Channel Partners
Learning, Responsibilities and Accomplishments
• Communicating effective and efficiently to all the customers of the health portal
• Recording customer feedback appropriately and providing feedback to the product development team
• Analyzing the various touch points with a customer and increasing interaction through automated systems
• Responsible for all troubleshoot in the Customer Response Centre, customer complaints and add to customer retention
• Design and provide offline and online support to customers
• Training the customers about the products of the portal
• Working with the team to develop and update the Help section and the FAQ’s of the health portal
Learning, Responsibilities and Accomplishments
• Complete responsibility towards collation of data and regular MIS as required at various management levels for decision making
• Communicate, schedule and coordinate Executive agenda towards all business partners and customers across nations and time zones
• Executing internal processes of the administrative function along with regular process improvements that lead to time saving and is customer (internal) friendly
• Regular compilation of data, which culminate in preparation of Daily, Monthly, Quarterly and annual reports
• Routine correspondence for daily functions
Learning, Responsibilities and Accomplishments
• Joined as part of the initiation team for the project, Lead a team of 10 members
• that designed and fine tuned the ‘Patient experience cycle’, which include variations from Corporate executives to walk-in references
• Administrative reporting system
• During this period of operation the center grew from 5000 sq. ft. to 16000 sq.ft., during this growth phase
• Systems were upgraded encompass handling of 250 patients a day from
20 patients a day
• The team made regular improvements to the ‘Patient experience cycle’ through regular feedback from Doctors, Staff and Customers - focused towards reducing the waiting time to the minimum
• Routine correspondence for daily functions
·Learnings and Responsibilities
Interacting with patients, attending to queries & fixing appointments with Doctors
• Scheduling and communicating doctors’ appointments
• Handling inter-departmental communication for smoother operations
• Follow up of check-up for patients with the respective Doctors
• Settlements and collection of revenue for daily sales
• Daily consolidation of patient reports with respect to Front Office
Learnings and Responsibilities
• FRONT OFFICE RELATED FUNCTIONS
• Providing information to the guest on product, services and other facilities
• Handling reservations
• Pre-registration and blocking of rooms
• Check-in and check-out for the guests
• Coordinating with travel desk and travel agency for bookings
• Settling payments and settlements
• Handling guest requests and complaints
• BA from Osmania University with First Division.