Ruby Mathew Email & Phone Number

Dubai, Ae

Dubai, United Arab Emirates

United Arab Emirates

Executive Assistance support to HR, Legal and Compliance Directors.Complex travel arrangements,hotel booking and visa arrangementsDiary Management and scheduling meeting, acting in a right and fast mannerMaintain confidentialityPrioritizing tasks and excellent organization skills required to meet departmental needsTaking minutes and follow-up where requiredGenerate PO and GR for services rendered for HR, Legal and ComplianceLegal invoicing and vendor paymentReport generation and presentations for legal and CompliancePlanning, organizing and driving the compliance training but not limited to its logistics for Middle East, Turkey, Iraq and Africa.Resolve conflicts to ensure business objectives are metCapable of establishing good rapport with vendors/employees thus enabling prompt delivery of services

Dubai

 top notch Executive Assistance Complex Travel and Visa arrangement Expense Management and Approvals: Procurement Facilities Management Corporate, social events and events management Finance Support Office Management

Dubai

• Arranging international travel including preparation of detailed travel itineraries (visas, correspondence support and management of highly confidential matters).• Extensive and complex diary management working across various time zones for Managing Director by providing cover in the absence of EA.• Manage and administer meetings and conferences; both local and international including: Board meetings, Executive Leadership Team and corporate social events.• Receive and interface with senior clients and partners.• Assistance with preparation of business reports and presentations.• Provide administrative support; expenses, correspondence, IT requests, file management and interface with all internal departments.• Ensure an effective document management system is maintained for both paper and electronic documents.• Administration and follow up of action points from meetings.• Proactively assist in the organisation of social events on an ad hoc basis.• Act as IT Key User across Olive Group and train new staff on IT platforms.

Dubai Media City

 Executive AdministrationManaged and maintained complex diary management of the Director, resolved conflict times that arose by rescheduling. Travel and visa arrangements: Organized and coordinated visa arrangements, hotel bookings, airport transfers for the assigned manager and department staff in accordance with approved program wide procedures. Managed the tenancy contract renewals, office related insurance, medical insurance, cleaning contracts etc. Office and Facilities ManagementPrepared business correspondences, memos, reports and presentations. Handled office stationery and replenished the stock. Organized staff gatherings and luncheons. Handled procurement/logistics for the order received from Client right from the receipt of the order until the delivery. Conducted routine review of the facility to identify items requiring servicing or repair. Identified the needs for new equipment and/or consumables, performed cost analyses, recommended solutions to management and executed the procurement process once approved. Logistics managementManaged orders from the Procurement department and ensured that the order has been placed with the HO in a timely manner for the dispatch. Took independent decisions regarding the shipment mode based on the delivery requirement and timeframe for the dispatch. Managed and maintained stocks and prepared inventory report for audit purposes. Liaised with key suppliers, point of contact for vendors, issuance of purchase orders based on project requirements and deliveries based on payment terms.

Supplier ManagementDatabase ManagementSourced materials/products relating to LEED/Sustainable standardsDevelopment of library of images and productsLiaision between suppliers, design team and procurementProcurement and thorough coordination with suppliersSpecification book preparation ensuring it as per design standards and requirementsPreparation and organization of sample boardsTender preparationProvide training to junior FF&E AssistantsIn addition to the above, I had had the exposure handling the administrative department for the Design Group.

Msc Itm, Computer Science

Msc Itm, Computer Science

OCA & OCP certified