Gratel D'souza
Summary
Highly organized, dedicated, and proactive Executive Assistant with 20 years of diverse administration experience. Skilled in reducing operational costs, coordinating events, managing calendars, facilitating communication, arranging travel (including visa formalities), creating expense reports, and ensuring seamless workflow.
Overview
23
23
years of professional experience
Work History
Executive Team Assistant
Henkel Jebel Ali
08.2013 - 07.2025
- Manage daily appointments and schedules; arrange staff meetings and conferences.
- Coordinate international travel, including visas, flights, accommodations, and transport.
- Handle emails and written communications.
- Prepare expense reports and reimbursements using Concur.
- Oversee office operations, manage administrative staff, and track project timelines.
- Create and manage personal folders for team members.
- Serve as point of contact for communications and routing calls.
- Provide administrative support such as typing and spreadsheet creation.
- Maintain confidentiality of materials and information.
- Organize internal and off-site events including photographers and dinners.
- Analyze data for reports and presentations.
Executive Assistant
Dubai Natural Gas Company - DUGAS
12.2011 - 03.2013
- Screen telephone calls with tact; record messages and notify executive for follow-up.
- Manage mail for executive, forwarding to management personnel.
- Prepare meeting presentations and arrangements, including agendas and minutes.
- Perform confidential secretarial duties for management personnel.
- Respond to letters and correspondence with management approval.
- Order supplies for EHS & Security through requisition forms.
- Conduct clerical tasks such as typing and filing for company activities.
- Maintain employee time sheets and records for contractors.
- Coordinate guest travel arrangements, including visas and bookings.
- Schedule appointments and arrange meetings and conferences.
Executive Assistant
Doka Gulf
06.2010 - 11.2010
- Client liaison, ensuring pre-qualification for new opportunities.
- Coordinated sales and technical teams to meet deadlines.
- Processed and distributed quotations, orders; ensured timely approvals.
- Ensured timely delivery of materials, retaining customer satisfaction.
- Tracked equipment rentals; contacted clients for renewals before expiry.
- Updated project status weekly; highlighted concerns.
- Led sales team meetings.
- Conducted stock control reporting of marketing material.
Executive Assistant
Ejada Fz.
05.2007 - 09.2009
- Screened calls and e-mails of Executive Director, taking necessary action.
- Supported ED in presentations for Executive meetings.
- Maintained filing system for administrative documentation.
- Managed office supplies inventory.
- Oversaw output of all administrative staff.
- Handled payroll and leave records for staff.
- Processed vendor payments through overseas office.
- Documented new employment and HR requests.
- Coordinated appointments, meetings, and events in-country and abroad.
- Managed incoming and outgoing correspondence including fax and e-mail.
- Administered petty cash with daily records.
- Tracked receipts and payments to vendors and customers.
- Interacted with banks for fund transfers, payments, and statements including salaries.
- Arranged conferences, ensuring coordination with third parties for smooth execution.
- Oversaw recruitment processes including training and induction of new staff.
Sales & Marketing Coordinator
Business Objects
07.2005 - 03.2007
- > Customer query, new business, and complaint liaison.
- > Directed inquiries and opportunities to relevant departments.
- > Updated pre-sales schedules aiding sales forecasts.
- > Maintained stock availability for product samples.
- > Compiled standard marketing packets.
- > Managed inventory of promotional materials.
- > Organized purchase orders and logistics.
- > Supported sales in product development.
- -
- > Handled customer interactions and complaints.
- > Routed inquiries to appropriate teams.
- > Assisted with pre-sales schedule updates for accurate forecasting.
- > Ensured sample stock readiness for sales team.
- > Prepared marketing packets.
- > Oversaw literature and promotional item inventory.
- > Coordinated purchase orders and shipment logistics.
- > Aided product development projects for sales managers.
- -
- > Liaison for customer queries, new business, complaints.
- > Forwarded inquiries to relevant departments.
- > Managed pre-sales schedule updates for forecasting support.
- > Stocked product samples consistently available.
- > Assembled standard marketing documents.
- > Kept inventory of sales aids and promotional items in check.
- > Coordinated order processing and logistics organization.
- > Provided development support to sales executives.
Administrator / Customer Service Officer
Lifecare International
12.2002 - 06.2005
- Approved, verified and registered all applications and enrollments.
- Updated membership numbers and confirmed with clients.
- Coordinated receipt and delivery of membership packs.
- Maintained database for additions, deletions, and lapses.
- Followed up on renewals of assigned insurance policies.
- Assisted customers with membership and claims inquiries, escalating as needed.
- Confirmed cheque receipt and coordinated delivery of claim statements and queries.
- Generated required reports for administration head.
Education
Secretarial Diploma - Secretarial
Davars Secretarial College of Commerce
01.1996
High School Diploma - Commerce
Grammar School
01.1995
Skills
- Effective work-life balance
- Client support
- Interpersonal communication
- Responsive to new challenges
- Organizing event calendars
- Strong organizational skills
- Prioritization skills
- Strong relationship-building abilities
- Senior executive assistance
- Office management skills
- Effective team contributor
LANGUAGES
English
Hindi
References
Reference available upon request
Hobbies and Interests
Mauy Thai, Currency Collection
Timeline
Executive Team Assistant
Henkel Jebel Ali
08.2013 - 07.2025
Executive Assistant
Dubai Natural Gas Company - DUGAS
12.2011 - 03.2013
Executive Assistant
Doka Gulf
06.2010 - 11.2010
Executive Assistant
Ejada Fz.
05.2007 - 09.2009
Sales & Marketing Coordinator
Business Objects
07.2005 - 03.2007
Administrator / Customer Service Officer
Lifecare International
12.2002 - 06.2005
High School Diploma - Commerce
Grammar School
Secretarial Diploma - Secretarial
Davars Secretarial College of Commerce
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