Mikky Koshy Mathew
Abu Dhabi
Summary
Successful, achievement-oriented Executive Assistant & Document Management with over 20 years of progressive positions requiring knowledge and execution of variety of administrative principles. Team-oriented approach ensures seamless collaboration and adaptability to dynamic environments.
Overview
27
27
years of professional experience
Work History
Executive Administrator to Vice President Education Technologies & Directors
Higher Colleges of Technology
07.2005 - Current
- Provide Executive Administrative support to Director, Deans & Supervisors
- Provide a first point of contact for visitors to the Vice President & Directors, ensuring that guests are welcomed and their needs taken care of while visiting the University
- Draft all required external correspondence and act as a point of contact for external entities to reach the Deputy Vice Chancellor-Academic Affairs in a highly professional manner
- Encourage Industry Awards for prominent students, certifications etc
- Organize, prepare and distribute Agenda for a variety of meetings
- Record, transcribe, revise and circulate minutes of meetings
- Maintain effective liaison with Department units, other HCT campuses and external division and agencies
- Monitor department Budgetary expenses, supplies, and equipment; process purchasing requisition, petty cash reimbursements etc
- Preparation of Purchase Requisitions, circulation of Purchase Orders for Vendors, Commissioning certificates, preparation Budget allocation sheets
- Monitor department personnel activities, i.e., vacations, sick leave, time sheets, and submit appropriate information and documentation to Human Resources
- Additional duties as assigned
- Managed key executive office staff and prioritized workloads.
- Optimized customer satisfaction by resolving inquiries promptly and ensuring accurate record-keeping in client databases.
- Managed complex travel itineraries for executives to ensure seamless transportation logistics during business trips.
- Proactively identified opportunities for process improvements leading to increased operational efficiency.
- Planned both internal and external events and staff trainings.
- Safeguarded confidential information through the implementation of strict document management protocols and secure filing systems.
- Maintained a professional work environment by overseeing office space planning, equipment procurement, and facility management.
- Collaborated with HR to streamline onboarding processes for new hires resulting in reduced timetoproductivity.
- Facilitated successful meetings by preparing agendas, distributing materials, tracking action items, and recording minutes.
- Coordinated executive outreach efforts such as speaking engagements or conference attendance promoting brand visibility.
- Handles the day-to-day documentation of procurement processes, including creating POs, tracking deliveries, managing vendor records, and processing invoices.
- Monitored executive and site schedules to coordinate meetings and corporate events.
- Managed mail and both incoming and outgoing correspondence, mail, email and faxes.
- Coordinated events and worked on ad hoc projects.
- Managing Payments and Invoices: Oversee the payment process according to the contract terms, ensuring all invoices and payments are correctly processed and in line with the contract
Executive Secretary to the Project Director
KEO International Consultants
12.2001 - 06.2005
- Company Overview: [Emirates Palace Project]
- Compiling extensive reports and General Correspondence [Handling internal & external highly confidential documents]
- Liaison with Client, Project Manager & Contractors
- Ensures proper logging & distribution of incoming transmittals, RFI’s & other quality documents
- Assisting engineers with record keeping in a timely manner consistent with office guidelines
- Setting of Monthly Reports and Engineer’s Outstanding Reports
- Preparation & Circulation of Meeting Agendas Taking Minutes of Meeting
- Coordination with Document Controller and Section Secretaries in their works
- Resolving items of non-technical nature while reporting questionable areas to Resident Engineer
- [Emirates Palace Project]
Secretary to General Manager [Abu Dhabi Mall Project]
Aster Associates
02.1999 - 11.2001
- Attending the calls for the GM
- Preparing of correspondence letters
- Coordinating with the Consultant, Contractors & Sub-Contractors
- Fixing appointments for the GM
- Arranging of air tickets
- Attend internal meetings with the GM
- Preparing of Agenda, Memo etc
- Updating the register on the Attendance list
Secretary to Technical Manager
Sichem
08.1998 - 01.1999
- Handling of the QA / QC lists
- Entering data on the incoming chemical products
- Updating the outgoing products for manufacture
Receptionist cum Telephone Operator
Sigma Enterprises
10.1997 - 07.1998
- Receiving the phone calls
- Attending the customers
- Maintaining the register for the visitors
Education
MBA - Human Resources
Missouri University
Abu Dhabi, UAE09.2000
Bachelor of Commerce - Bachelor of Commerce
Madras University
Abu Dhabi06.1997
Skills
- Administrative procedures
- Attention to detail
- Organizational skills & Employee relations
- Time management
- Ability to work under pressure
- Information confidentiality
- Document control
- Meeting coordination
- Eye for detail
- Company event coordination
Additional Qualifications
- Ms Office, Digital Computer Institute
- Secretarial skills, Self correspondence, Filing, Interview Techniques and Telephone Techniques, Nadia Training Institute
- Arabic Language (spoken), CARE Institute
Languages
English
Arabic
Hindi
Tamil
Malayalam
Totalyearsofexperience
20+ years
Skillsandcharacteristics
- Thorough knowledge of the administrative procedures and tools required
- Excellent oral and written communication skills
- Expertise in Microsoft Office applications
- Demonstrated Diplomacy in dealings with others
- Attention to detail and exceptional organizational and time management skills
- Work efficiently under pressure, juggle tasks and meet deadlines
- Capacity to prioritize multiple projects and adjust workload accordingly
- Problem solving and judgment capabilities
Contactnumbers
02-5634099, 050-3144342
Personal Information
- Passport Number: U 0726416
- Date of Birth: 04/28/79
- Gender: Female
- Nationality: Indian
- Marital Status: Married
- Visa Status: Company sponsorship
Timeline
Executive Administrator to Vice President Education Technologies & Directors
Higher Colleges of Technology
07.2005 - Current
Executive Secretary to the Project Director
KEO International Consultants
12.2001 - 06.2005
Secretary to General Manager [Abu Dhabi Mall Project]
Aster Associates
02.1999 - 11.2001
Secretary to Technical Manager
Sichem
08.1998 - 01.1999
Receptionist cum Telephone Operator
Sigma Enterprises
10.1997 - 07.1998
MBA - Human Resources
Missouri University
Bachelor of Commerce - Bachelor of Commerce
Madras University
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