PRIMA D'SOUZA
Personal Assistant
Dubai,DU
Summary
Experienced professional with excellent experience in the UAE. Maintains professional appearance and demeanor and expertly completes assigned tasks with focus on quality. Dependable and quick-learning team player with effective communication and organization skills.
Overview
21
21
years of professional experience
8
8
years of post-secondary education
4
4
Languages
Work History
Secretary to the CEO
Shapoorji Pallonji Mideast LLC
11.2021 - Current
- Maintaining the CEO's appointment schedule by planning and scheduling meetings, conferences, teleconferences.
- Prepared professional correspondence, including memos, letters, and emails, ensuring accuracy and timeliness.
- Handled sensitive information discreetly, maintaining confidentiality when managing personnel files or financial data.
- Assisting with meetings, events, coordinated all executive meetings (in-house and away) and oversaw meeting preparations.
- Performed all clerical functions, such as answering phone calls, filing documents, receiving visitors, arrange conference calls and other office duties
- Facilitated meeting follow-up, took minutes for a meeting when requested
- Assisting the database manager in maintaining constituent records, updating contact information, meeting notes and actions
- Arranging corporate travel and meetings by developing itineraries and agendas, scheduling international flights, and booking other transportation, arranging stay and accommodations
- Assisting in event planning and execution for company functions such as conferences, workshops, or social gatherings.
- Managed paper and electronic filing systems by routing various documents, taking messages and managing incoming and outgoing mail.
- Arranging interviews with candidates either face to face or online.
- Communication with external clients, customers, prospects, and vendors exhibiting the highest degree of professionalism.
- Organizing monthly meetings within the internal and external teams of the company (scheduling, preparing the facility, organizing handouts/ binders for attendees etc).
- Regular follow up on pending emails, work orders, etc.
- Providing approvals of site orders and staff leaves.
- Liaised between clients and vendors and maintained effective lines of communication.
PA to the CEO / Administrative Officer
AFG Middle East Fze-Dubai
02.2014 - 09.2018
- Ensuring strict Confidentiality and exercising discretion of high profile and sensitive issues
- Screening phone calls, enquiries and requests, and handling them when appropriate
- Arranging conference calls for the CEO between the Head Office (Switzerland, Italy) and clients & distributors
- Handling all his personal correspondences
- Commissioning work and all relevant follow ups
- Managing his business diary
- Scheduling and coordinating internal and external meetings and ensuring he is well prepared for them
- Assisting him in research and acquiring information on markets
- Taking minutes of meetings
- Organizing his travel itinerary which includes visas, accommodation and transportation
- Meeting and greeting visitors at all levels of seniority
- Arranging accommodations for guests from the Head Office or clients arriving to the Middle East office
- Managing all Administrative jobs of the company like: Maintaining office systems, including data management and filing
- Handling of all correspondences, internal memos and announcements
- Liaising with the Government department at the Silicon Oasis with regards to employment & visit visas, labour cards and other government related jobs
- Organizing visas & travel arrangements for the staff of the company
- Liaising with clients, suppliers, distributors for projects, payments etc
- Planning, organizing and managing events
- Writing reports, executive summaries
- Organizing monthly wages for the staff and their annual leaves
- Handling couriers and postal services
- Responsible for accounts of the company which included: Handling petty cash for the company
- Submitting monthly financial reports to the Head Office and outsourced Accounts Company
- Dealing with the outsourced Accounts Company for audit purposes
- Working with Banks for: Preparing employee monthly incomes based on their sales reports
- Transferring funds from International to Local accounts and vice versa
- Payments to creditors, as and when required.
Office Administrator/Sales Coordinator
OPERA GALLERY DUBAI LIMITED
02.2011 - 02.2013
- Responsible for all Customer Relationship activities that include: Preparation of Sales invoices and Certificates on purchase of artworks
- Forwarding invoices to clients and following up with them on pending payments
- Arranging safe delivery of artworks to clients once payment is cleared
- Creating and maintaining client records and updating them regularly
- Informing clients on upcoming events and exhibitions
- Arranging documents for shipping the artworks bought by clients in other GCC countries
- Stock related work involving: Creating new stock records and codes
- Uploading images for said stock to the central Database
- Maintaining a current stock count on a regular basis
- Updating stock records during the yearly audit
- Working with Logistics Company on clearance of artworks from Dubai Customs
- Maintaining all internal & external filing with reference to: Customer & Head Office (Paris) correspondences
- Sales & Stock reports
- Handling incoming and outgoing shipments from artists, sister galleries and art houses
- Established new stocking locations and rearranged and optimized space usage
- Responsible for scheduling all truck and UPS pick up/delivery schedules and coordination all truck/UPS damage claims
- Responsible for all activities involving artist exhibitions that are held on a monthly basis
- Coordinating with Paris for catalogs and invites
- Ensuring the catalogs along with invites are forwarded to all local - U.A.E
- GCC - as well as International clients via email & post
- Arranging for food and beverages to be provided during the exhibition
- Working with banks - HSBC & ENBD for: Preparing employee wages and commissions based on their sales reports
- Transferring funds from International to Local accounts
- Payments to creditors, artist, and art houses as and when required.
Customer Service/Sales Coordinator
INTERNATIONAL AUTOSOURCE, Dubai, U.A.E.
05.2008 - 02.2011
- Responsible for the Customer relationship Management /coordination for their Key Client - US Military
- Handling their overseas orders via email and arranging delivery at requested customer site in U.S
- Achieved Target of customer response time of 72Hrs on orders placed
- Coordinating with the Team in New York to make sure orders were placed in a timely manner and for arranging shipment of orders to customers
- Attention to detail on customer requests that included: Efficient inventory management
- Custom customer requests like color and spec
- Variations on various type of vehicles
- On Time Delivery based on customer convenience
- Maintenance of all external and internal correspondence related to Customers and New York head office
- Telephonic assistance on all customer queries related to the orders placed
- Maintaining an efficient filing system with reference to the role.
Customer Service / Warranty In-charge / Sales Coordinator
Al BOOM MARINE, Dubai, U.A.E
07.2003 - 04.2008
- Customer issue resolution and initial Point of Contact with regards to their sunglasses, apparel, watches and ophthalmic in Dubai and GCC (Saudi, Kuwait, Qatar, Oman, Maldives, Iran)
- Repairing sunglasses, ophthalmic and watches
- Stock Management of about 10000 spare parts for sunglasses, ophthalmic and watches in the warehouse
- Maintaining all the correspondence work with Oakley Inc
- U.S.A
- Maintaining all the filing work with reference to job orders
- Handling all incoming and outgoing shipments for warranty repairs
- Manually create shipments, assign carriers and dispatch shipments
- Coordination with freight forwarders on international shipments
- Ordering spares parts for sunglass, watches from Oakley Inc and supplying them to dealers within Dubai and the GCC
- Booking all shipments regarding spare parts of sunglasses, watches, and ophthalmic
- Sales Coordinator: Assisting the Regional Sales Manager for all Sales related functions
- Placing orders for eyewear, Rx, Apparel, Accessories & Footwear with Oakley Inc
- Maintaining correspondence with Customers in Dubai & GCC Countries
- Preparation of orders for Customers in Dubai & GCC Countries
- Document management including appropriate filing of all paperwork's & correspondence
- Responsible for updating system with all codes and description for the new releases of eyewear, apparel and footwear
- Preparing documents, such as work orders, bill of lading and shipping orders
- Responsible for ensuring shipments for key customer accounts are ready on weekly basis.
Education
Bachelor's Degree in Commerce - Commerce
Pune University
India 01.1998 - 04.2001
Higher Secondary School Certificate - undefined
BYK College of Commerce
01.1996 - 04.1998
Secondary School Certificate Examination - undefined
Kilbil St. Joseph's High School
01.1995 - 04.1996
Executive Secretarial Course - undefined
Clares, Bandra, Mumbai, India
01.2001 - 04.2002
RX APPAREL TRAINING - undefined
OAKLEY INC - USA
11.2006 - 05.2006
Skills
Written Communication
Multitasking and Time Management
Scheduling and calendar management
Effective Communication
Administrative background
Microsoft Office
Customer relations and communications
Travel Arrangements
Data Entry
Meeting Arrangements
Office Management
Fast Learner
Driving License
Valid U.A.E Driving License.
Personal Information
- Date of Birth: 12/27/80
- Nationality: Indian
- Marital Status: Married
Timeline
Secretary to the CEO
Shapoorji Pallonji Mideast LLC
11.2021 - Current
PA to the CEO / Administrative Officer
AFG Middle East Fze-Dubai
02.2014 - 09.2018
Office Administrator/Sales Coordinator
OPERA GALLERY DUBAI LIMITED
02.2011 - 02.2013
Customer Service/Sales Coordinator
INTERNATIONAL AUTOSOURCE, Dubai, U.A.E.
05.2008 - 02.2011
RX APPAREL TRAINING - undefined
OAKLEY INC - USA
11.2006 - 05.2006
Customer Service / Warranty In-charge / Sales Coordinator
Al BOOM MARINE, Dubai, U.A.E
07.2003 - 04.2008
Executive Secretarial Course - undefined
Clares, Bandra, Mumbai, India
01.2001 - 04.2002
Bachelor's Degree in Commerce - Commerce
Pune University
01.1998 - 04.2001
Higher Secondary School Certificate - undefined
BYK College of Commerce
01.1996 - 04.1998
Secondary School Certificate Examination - undefined
Kilbil St. Joseph's High School
01.1995 - 04.1996