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Profile

Nationality       : German/Korean

DOB                   : 02/01/1988

Gender              : Female

Languages       : English and German (currently studying Arabic)

Interests           : Cars, Art, Islamic History, Music, Hotels, Cultures, Social Media

Summary

Accomplished Executive/Personal Assistant living in the UAE since 19 years with over 8 years of experience in the UAE. I am a capable, highly organized and confident individual with an enthusiastic and proactive approach to work. I have developed excellent management and interpersonal skills while working in high-paced environments. I am very flexible in my skill set. Passionate about my career and with great pride in my work, I take on every challenge with confidence. I have experience working for a multi-national company as well as a privately owned family office. Typing speed 85 wpm.

Key Strengths:

Communication

  • Excellent communication and writing skills
  • Able to communicate well with individuals at all levels of the hierarchy
  • Good listener and therefore able to understand and dissect information well
  • Able to screen calls, handle conflicts and deal with negativity

Organization

  • Well organized, pays attention to detail and able to manage time and workspace
  • Able to balance duties to make sure key projects meet deadlines during conflicting priorities and under pressure
  • Multi-tasker
  • Efficient at tracking and following-up

Confidentiality

  • Demonstrates the ability to maintain confidentiality and handles office politics appropriately
  • Honesty and discretion

Teamwork

  • Establish a team environment in order to accomplish mutual goals
  • Establish and maintain working relationships with employees at all corporate levels and clients
  • Able to anticipate the manager's needs and identify fundamentals for supporting the employees
  • Supports the manager by informing him/her of any issues that he/she may not be aware of
  • Ability to adapt to multicultural environments having lived in the UAE for over 15 years

Technology

  • Comfortable adapting to new equipments and systems

Work History

2014Present

Executive Assistant/Integrity Due Diligence Coordinator

Kuehne + Nagel

Since 1890, when the business was founded in Bremen, Germany, by August Kuehne and Friedrich Nagel, Kuehne + Nagel has grown into one of the world's leading logistics providers. Today, the Kuehne + Nagel Group has more than 1,200 offices in over 100 countries, with over 67,000 employees.

Working in Kuehne + Nagel, my role is to provide full executive/personal
assistance to the Managing Director of UAE + Oman as well as supporting 5 different business unit heads as required. I am also the Integrity Due Diligence Coordinator for the UAE + Oman.

Responsibilities

  • Extensive diary management including scheduling all set internal meetings well in advance and being alert of any clashes in the calendar
  • Serve as an effective Gate Keeper and act as a first point of contact by representing the company in a helpful and positive manner
  • Producing of documents, briefing papers, reports, presentations, agendas and meeting attendees list that may be required prior to meetings according to the company's Audit requirements
  • HR related responsibilities such as entering employee performances into HCMS at a confidential level
  • Organizing all local and overseas travel and accommodation and coordinating extensive travel itineraries for the MD, departmental heads and other employees
  • Organizing events, training sessions, client entertainment and workshops including shortlisting venues, negotiating budgets, logistics etc.
  • Attend management meetings to understand strategies and align support services as business requirements evolve as well as taking minutes of meetings
  • Coordinate and manage office building maintenance in liaison with the Facilities Management department
  • Maintaining inventory of marketing materials and customer give-aways as well as research of new and interesting materials and give-aways
  • Maintain office efficiency by planning and implementing office systems, layouts and equipment procedures
  • Serve as the Primary Contracts Administrator (client contracts, lease agreements, licenses, subcontractor contracts) which includes implementing an efficient filing system of the original contracts and a detailed database which include the terms & conditions as well as expiry dates etc.
  • Lead and guide the Employee Focus Group to improve the working environment and evaluate employees comments and complaints
  • Maintain complete confidentiality of personal and business related matters especially when it comes to HR issues
  • Communicate effectively with other branches worldwide
  • Oversee that documents, presentations and gifts are given and prepared according to Corporate Guidelines and Formats
  • Primary Contact Person for Media and PR arrangements
  • Act as primary contact, negotiate and manage service level agreements with travel agents, hotels, limo service companies etc. and establish a good relationship for future potential price negotiations
  • Write content for marketing, communication, publications and sponsorship material in line with the branding and standard of the Company
  • Manage office boys and drivers efficiently
  • Ensure that all departmental deadlines are met
  • Oversee office budgets and create Purchase Orders for all purchases
  • Maintain the layout design and draft/add applicable content for the Corporate Website
  • Integrity Due Diligence Coordinator for the UAE + Oman. Oversee the IDD procedure to assess the integrity of all high risk third parties.

 

Main Achievements

  • Single-handedly budgeted, presented to Headquarters and coordinated Kuehne + Nagel's 125th Anniversary for clients, VIP's and Media on Day 1 and employees on Day 2, having transformed a Warehouse Chamber into an events area on a limited budget
  • Successfully created a database and filing system for all customer/supplier contracts which was previously non-existent
  • Successfully reduced hotel corporate rates on a yearly basis by over 5 percent due to negotiation skills and good professional relationships
  • Assisted the Managing Director with ideas and implemented motivation initiatives for employees such as birthday lunches and breakfast meetings
20112014

Executive Personal Assistant to Mr. Ahmed Jamal Jawa

Starling International Management

Starling Group, owned and managed by the Starling Family from Saudi Arabia is an active investor in the field of Private Equity for more than 3 decades. The group's investments currently span across the globe. In the Middle East, the group's direct investment portfolio include Emaar and RAK Petroleum - in all of which the group was a founding investor.

The main function of my role at Starling Group was to support the Vice- Chairman, President and CEO of Starling Group who was also a board member of Emaar Properties and RAK Petroleum in his day to day activities including all typical Executive/Personal Assistant duties to a board level Director.

Responsibilities

  • Responsible for keeping track of all upcoming meetings with family, friends, VIP guests, board meetings and investment meetings and making sure they are accurately displayed and separately colour coded in the Calendar to ensure no clashes of a very busy individual
  • Appropriately greet and act as the first point of contact to VIP guests, ambassadors, family members, business visitors etc. and appropriately handle any requests they may have
  • Responsible for maintaining credit card payments with no delay and cross-checking multiple local and overseas bank accounts and statements
  • Professionally liaise with other Executive Assistants of other board members regarding board meetings, trips for board members, minutes of meeting and resolutions to be signed and identify process improvements
  • Keeping track of expiries of passports and other important documents such as car registrations and visa renewals for family and friends
  • Organizing flights and in-flight catering for business and private trips with the Aviation Department
  • Researching potential holiday destinations for the family considering visa requirements, restaurants, activities for the children and private Aircraft landing facilities
  • Responsible for making sure that investment drawdowns and distributions have been payed/received into the bank account accordingly on due date and a full monthly report given to the Vice- Chairman, President and CEO
  • Maintaining an accurate and efficient filing system for different investment funds, due diligences, archived emails, personal documents, board materials and bank accounts
  • Ensure stationaries and newspapers are always available as well as food and drinks preferred by the Vice Chairman, President & CEO
  • Responsible for drivers and maids in Dubai and also coordinating with agencies overseas for drivers, maids and cooks
  • Having a knowledge and interest for new restaurants and hotels all over the world to be used for any future business trips/family holidays
  • Efficiently maintaining 5 email accounts and making sure emails are classified and dealt with according to importance and sender for review and action
  • Manage an accurate database of important contacts
  • Taking appropriate decisions in the absence of the Vice Chairman, President & CEO
  • Maintain accurate Islamic prayer schedules for other countries to be included in the trip itinerary
  • Maintain complete confidentiality of personal and business related matters
  • Cross-checking that all board resolutions have been signed and filed and copies made for future references and reviews
  • Manage the office petty cash and to compile a report of the purchases at the end of every month and identify cost-savings wherever necessary
  • Proof reading of important legal documents
  • Taking verbal dictations efficiently
  • Draft letters and internal communications as required
  • Serve as an effective Gate Keeper

 

Main Achievements

  • Successfully assisted in the legal documentation and review/drafting of the purchase of an Aircraft
  • Successfully assisted in confidentially maintaining, documenting and filing of a new major investment
20072011

Office Administrator

Schiavello Project Solutions

A top 100 private Australian company built on quality, service excellence and innovation, has been creating and servicing world-class office and living environments for over 47 years. 

Working in Schiavello, I was managing day-to-day office operations as well as supporting the Team and Managing Director.

Responsibilities

  • Liaison between all impacted departments to ensure proper
  • communications and reporting practices
  • Prepare and maintain weekly attendance and annual vacation records of employees
  • Greet and meet clients
  • Answer telephone calls and handle questions and queries of customers in an appropriate manner
  • Setup travel arrangement, accommodation and entertainment for company visitors
  • Setup and coordinate meetings and conferences
  • Manage and purchase office furniture and supplies
  • Create Purchase Orders
  • Financial Data Input
  • Create summary reports that are supplied to higher-level staff
  • Code invoices, check them for mathematical correctness and make sure that financial ledgers are correct
  • Direct business relations and distribution of company literature to stimulate client interest and sales leads
  • Respond to email enquiries from the general public
  • Reconcile expenses and other general administrative duties
20062007

Freelancer

Various

I have also worked as a freelancer at numerous exhibitions such as GITEX, Arabian Travel Market, Motorshow, Cityscape and Arabhealth. I have also done freelance events management.

Education and Trainings

High School

Emirates International School

Fire Marshall Level 1

Eurolink Safety

Dubai, United Arab Emirats

Code of Conduct UAE 

Kuehne + Nagel

Dubai, United Arab Emirates

Executive Personal Assistant Advanced Certificate (ACEPA)

Innoverto

Starting on 30 October 2016, completing the course with an Advance Certificate on 3 November 2016