Summary
Overview
Work history
Education
Skills
Certification
Languages
Timeline
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PARVATHY Ravindran

PARVATHY Ravindran

Dubai,United Arab Emirates

Summary

Executive administrative support professional offering versatile office management, planning and marketing skills.Adept at managing administrative teams and supporting senior management officers. Keen focus on detail, accuracy and business impact of reports and communications. Expertise in Microsoft Office software.

Energetic employee well-versed in strong communication and organisation skills. Seeks solutions to problems and applies extensive analytical knowledge to findings. Adept at multi-tasking, leading group discussions and managing projects.

Committed manager with exceptional leadership, organisational skills and communication abilities leads high-performing cross-functional teams. Leads projects, company operations and business growth.

Overview

22
22
years of professional experience

Work history

PA Executive Assistant to Group CEO

Emirates Post Group
DUBAI, United Arab Emirates
01.2021 - Current
  • Liaised effectively with internal departments and external organizations on behalf of Group CEO.
  • Provided Personal Assistance (PA) to CEO and wider management team of 50+ for 15 plus years.
  • Organized annual international trips, arranging appropriate transport, visas and accommodation.
  • Exercised sound judgement to ensure smooth execution of daily engagements, meetings and travel itineraries.
  • Relieved CEO's burden of administrative duties including taking minutes, actioning follow-ups and composing general correspondence.
  • Anticipated needs of CEO and offered practical solutions to resolve variety of issues with high degree of professionalism and confidentiality.
  • Scheduled all in-person and virtual meetings, regularly updating calendar to eliminate discrepancies.
  • Managed CEO's daily calendar using Outlook Calendar since 2021, scheduling strategically to facilitate maximize productivity and efficiency.
  • Delivered comprehensive support to CEO through itinerary planning, conflict de-escalation and managing correspondence.
  • Planned corporate training events annually, focusing on current departmental needs to close skills gap across workforce.
  • Coordinated flight, accommodation and travel arrangements, maintaining strict compliance with budgets and schedules.
  • Collaborated with admin teams, human resources and finance department on special projects.
  • Prepared meeting rooms and event spaces to achieve successful client engagements.
  • Professionally greeted clients and delivered friendly, knowledgeable assistance.
  • Processed mail, email and phone enquiries, minimizing correspondence backlogs.
  • Drafted correspondence, compiled reports and prepared presentations with keen attention to detail.
  • Organized personal and professional calendars, supplying timely reminders of upcoming meetings and events.
  • Checked and opened mail, enabling prompt response to correspondence, bills and invoices.
  • Took detailed, accurate meeting minutes, collating and promptly distributing to relevant staff for swift action.
  • Created engaging presentations, spreadsheets and reports.
  • Drafted and submitted reports to manager.
  • Facilitated internal and external correspondence for management.
  • Oversaw incoming and outgoing mail to facilitate smooth delivery.
  • Applied best business practices and etiquette to comply with guidelines and procedures.
  • Documented data and stored important records on database.
  • Proactively anticipated and catered to CEO's needs in advance of meetings, conferences and travel.
  • Acted as point of contact for 50 senior executives, 1500 employees and 100 plus clients.

Support the Group Chairman

Emirates Post Group
DUBAI, United Arab Emirates
01.2022 - Current
  • Schedule Board of Directors meetings, assisting with meeting materials, resources and agendas.
  • Responded to emails and other correspondence, facilitating positive communication for enhanced business processes.
  • Welcomed arriving visitors and directed to appropriate meeting rooms.
  • Coordinated events and conferences, offering support with set-up and resources to guarantee smooth operations.
  • Answered phones and took messages or routed calls to correct people.
  • Kept executives informed of upcoming commitments and responsibilities.

Executive Administrator

Emirates Post Group
DUBAI, United Arab Emirates
01.2007 - 12.2020
  • The CEO - Chief Postal Operation Affairs, Emirates Post Group,
  • UAE Government Organization for Postal and Non Postal - Courier Delivery Center division and subsidiaries, which consist of Wall Street Exchange Center and Electronic Documents Centre
  • United Arab Emirates www.epg.gov.ae, Highly efficient and competent with exceedingly strong office management skills and diplomacy needed to ensure smooth operations in compliance with statutory and attention to detail
  • Extensive experience in attending meetings with Shareholders and the Board of Directors and acting as a point of communication
  • Plan Operational strategies and undertake projects relating to formulation review, development and implementation
  • Job Role & Responsibility
  • Manage the extremely busy daily activities and liaise between all departments and senior management, maintaining constant channels of communication to facilitate smooth running of day-to-day activity and ensure meeting deadlines as set and scheduled, with close monitoring to the HR, Customer Service, PR & Marketing and Quality roles and tasks to ensure applying and maintaining Corporate policies and procedures
  • Undertake projects with full assistance in preparation of Business Plans, corporate proposals for RFPs & Tenders and produce briefing papers, reports and ad hoc reports/ presentations to (Chairman/ Prime Minister's office)
  • Screen, review and proof-read all corporate press releases and management's quotes before publishing and draft responses on press articles /write-ups published about the Organization
  • Handle complex diary and travel schedules and meet & greet visitors with high profiles
  • Screen, handle and maintain telephone calls, enquiries and requests as well as all types of correspondences including Board agendas, documentations and minutes
  • Independently decide on and authorize supply orders and contracts, analyses and prepare reports and recommendations for review and approval
  • Proven track record of supplier sourcing, evaluation and negotiation
  • Also have strong organizational and line management skills
  • The job holder will often be required to influence the decision making process of line departments
  • Preparing Quaterly / Monthly / Yearly service performance reports for the PMO Office and regular monitoring on the service performance and target achievements
  • Provide reports to government agencies, departments and other organization
  • Documenting ISO - Quality standard & Reasearch Dept confidential files
  • Assisting new project implementation between Commercial dept
  • And Operation dept
  • Ensure that all aspects of the purchase orders placed are satisfied in accordance with user requirements of service and quality
  • Place purchase orders in accordance with company procedures and monitor delivery and /or undertake expediting if required ensuring the timely delivery of goods and services
  • Submitting Management response reports to KPMG Auditors quarterly /yearly
  • Assisting Area Managers in assigning duties to Supervisors and making duty roaster as per requirements
  • Researching on Operational strategies to enhance the business and growth of the Company
  • Support the BDM , by project managing the delivery where opportunities have been identified for new business activity and undertake desk based research to support the team for new lead opportunities
  • Identify the gap in collateral provision and support the information gathering process, to help service maintain and its competitive edge
  • Take responsibility for behaving in a manner that supports the BD team according to Company culture and values, and the Leadership and Management behaviors
  • Assisting in evaluating employee relations and human resources policies, programs, and practices
  • Processing all correspondence from all the department branches with HR for maintaining records of the staff's file, data entry and set up relevant data information for the HR procedures
  • Maintains employee benefits programs and informs employees of benefits by studying and assessing benefit needs and trends; recommending benefit programs to management; directing the processing of benefit claims; obtaining and evaluating benefit contract bids; awarding benefit contracts; designing and conducting educational programs on benefit programs
  • Coordinate and follow-up with the hiring managers until the position is closed
  • Analysis financial objectives by preparing an annual budget; scheduling expenditures; analyzing variances; initiating corrective actions
  • Identifies current and future customer requirements by establishing rapport with potential and actual customers and other persons in a position to understand service requirements
  • Ensures availability of services by approving contracts; maintaining inventories
  • Formulates pricing policies by reviewing merchandising activities; determining additional needed sales promotion; authorizing clearance sales; studying trends
  • Markets merchandise by studying advertising, sales promotion, and display plans; analyzing operating and financial statements for profitability ratios
  • Determines marketing strategy changes by reviewing operating and financial statements and departmental sales records
  • Maintains operations by initiating, coordinating, and enforcing program, operational, and personnel policies and procedures
  • Contributes to team effort by accomplishing related results as needed

Executive Secretary

Empost
08.2005 - 12.2006
  • To Executive Director of Operations EMPOST - Emirates Corportaion for Commercial Postal Service UAE Federal Government Entity for Express Courier & Logistics Dubai, United Arab Emirates www.empostuae.ae

Front Counter Executive

Travel Agency, Swastik Tours & Travels
Trivandrum
03.2001 - 01.2008
  • Managed end to end Airline Reservation process for cutomers and updating the Senior Management on the target achieved
  • Worked with a strict deadlines from IATA for its payments and other related things
  • For an IATA/SSI Agent, BSP (Billing and Settlement Plan) will be sending the statement of accounts for each fort-night three or four days after that fortnight
  • Provide systems training for new and existing service staffs
  • Overall responsible for maintaining the company's operational standards.

Education

Master of Business Administration - TQM & Human Resource Mangement

Kaizan Global school of Business Studies
2015

Bachelor of Arts - English

Annamalai University

Diploma - IATAA / UFTAA

IATAA / UFTAA

Airline & Travel Agency Management - undefined

Swastik school

Hallogen Performance HR System {EPG HR Training Dept ,Dubai, UAE, Mar 2016 } Project Management Certification {Universal Postal Union - undefined

Internal ISO Awareness 9001 -2000 {Empos HR Training Dept ,Dubai, UAE - undefined

Document Caputure Solution System { NVS Soft- Arc Mate Caputure - undefined

Postal Security Certification { Universal Postal Union, Bern - undefined

2015

Galileo Airline Ticketing Reservation - undefined

System
2003

Travel & Tourism - undefined

1999

Skills

  • Analytical & Negotiation skills
  • Microsoft Office
  • Attention to detail
  • Time Management
  • Performance Review
  • Extremely Organized
  • Proactive & Positive
  • Flexible & Adaptable to culture
  • Problem solving
  • Process Improvement
  • Critical Decision Making
  • Operational Management
  • Procurement Management
  • Secretarial Skills
  • 10 Years of Qualitative experience as Senior Executive Administrator to the CEO in a Government Organization
  • MBA in Total Quality & Human Resource Management
  • IATAA / UFTAA Higher Diploma Certification issued by Montreal , Canada
  • Customer Focused
  • RFQ & RFP Management
  • Leadership
  • Team player
  • HR Support services
  • Implement Government Strategic Initiatives as per Government Committee's decisions
  • Budget document control [reviewing and implementation]
  • Active Listener
  • KEY ACCOMPLISHMENTS
  • Achieved greater confidence in implementing successful strategies, to work proactively and productively at a Senior Executive Level with strong influencing skills, to operate professionally at all levels within an organization Having a sound understanding of the key principles of time management and how to use it efficiently Theoretical knowledge and hands-on skills that enable you to handle the fundamental management aspects of the Executive Administrator's role by understanding the elements of leadership behaviors and dynamic impacts in the Executive Role
  • Developed and implemented strategic objective to ensure achievement of profitability goals and a high level of client satisfaction by maintaining the excellent operational procedures and policies as per Government Strategic Objectives
  • Contributed to creating a highly effective organizational and achieving system, including quick and thorough indexing and streamlined office functioning and HRMS
  • Cultivated excellent long-term relationships with clients, maintaining ongoing communication and facilitating solutions to address concerns
  • Coordinated workflow among the Consultants by assisting the Project team in priotizing and delegating tasks with motivation and assistance to create a positive work environment and ensure accurate on-time project completion
  • Analyzed operations, Business and staff performance and work flow process and initiated new staff Management systems that improved communication, performance measurements and job satisfaction
  • Improved self-awareness and self-confidence
  • Thorough minute-keeping
  • Business administration
  • Schedule management
  • Employee management
  • Professional correspondence
  • Mail management
  • Appointment setting
  • Inbox management
  • Briefing note management
  • Project scheduling

Certification

Government Administrative Services & Office Management | Project Management | Quality & Strategic Planning | Human Resource Management | SWOT Analysis |Operational Business Development | Risk Assessment Management

Languages

English
Fluent

Timeline

Support the Group Chairman

Emirates Post Group
01.2022 - Current

PA Executive Assistant to Group CEO

Emirates Post Group
01.2021 - Current

Executive Administrator

Emirates Post Group
01.2007 - 12.2020

Executive Secretary

Empost
08.2005 - 12.2006

Front Counter Executive

Travel Agency, Swastik Tours & Travels
03.2001 - 01.2008

Master of Business Administration - TQM & Human Resource Mangement

Kaizan Global school of Business Studies

Bachelor of Arts - English

Annamalai University

Diploma - IATAA / UFTAA

IATAA / UFTAA

Airline & Travel Agency Management - undefined

Swastik school

Hallogen Performance HR System {EPG HR Training Dept ,Dubai, UAE, Mar 2016 } Project Management Certification {Universal Postal Union - undefined

Internal ISO Awareness 9001 -2000 {Empos HR Training Dept ,Dubai, UAE - undefined

Document Caputure Solution System { NVS Soft- Arc Mate Caputure - undefined

Postal Security Certification { Universal Postal Union, Bern - undefined

Galileo Airline Ticketing Reservation - undefined

System

Travel & Tourism - undefined

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PARVATHY Ravindran