Office Management & Executive Administration

Full Name: Alifia Shabbir Kasubhai
E-Mail Address: shabalfi@gmail.com
Mobile Number: +971501451521
Current Location - City/Country: Dubai, United Arab Emirates
Sector : Administration
Job Designation (Current): Office Manager cum EA
Job Designation (Wanted): Office Manager cum EA
Main Skill Set/Expertise: Office Management & Executive Administration
Experience in Number of Years: 22Highest Degree/ Diploma/ Certification: Bachelors Of Commerce
Nationality: Indian
 
Copy-Paste Your CV Here: ALIFIA KASUBHAI
Address: Al Barsha, Dubai, 11245
Mobile: +971 50 1451521 | Email: shabalfi@gmail.com
LinkedIn: https://www.linkedin.com/in/alifia-kasubhai-1214a1148/
Skype ID: shabalfi
 
OFFICE MANAGER | EXECUTIVE SECRETARY | ADMINISTRATOR
 
Professional Profile
An Office Management and Executive Administration professional with over 20 years of rich and multicultural experience in the UAE
and India across facilitating end to end executive level administrative support, structuring and implementing workable office
administrative policies/procedures to generate undivided commitment & dedication among the team. Acquired experience in people
management, reporting & documentation, office administration, public relations, administration operations, office workings, facilities
management and general management. Exceptional administrative, motivating skills and ability to work singly or in a team with
proven abilities to work under pressure with no or minimal supervision and think/act strategically to achieve win-win outcomes.
Possesses strong knowledge of office practices and procedures like business correspondence, record keeping system with proven
analytical abilities & creativity to contribute to the growth of the business. Skilled in scheduling appointments, diary management,
managing calendars, organizing high level committee meetings and managing important events in a fast paced work environment.
Proven ability to work accurately & quickly prioritize, coordinate and consolidate tasks whilst simultaneously managing the diverse
range of function from multiple sources. 
Core Competencies:
Professional Experience
 
June 2017 – Current: Parishi Gold & Diam Dubai – UAE
As Office Manager cum EA to the Director
Key Deliverables:
 Maintained office services by organizing office operations and procedures; prepared payroll; controlled correspondence;
designed filing systems; reviewed and approved supply requisitions.
 Maintained office efficiency by planning and implementing office systems, layouts, and equipment procurement.
 Informed the management by reviewing and analyzing special reports; summarizing information; identifying trends.
 Conducted recruitment, selecting, orienting, and training employees.
 Executed all the administrative work and filed the confidential documents in an appropriate manner, liaised with various
authorities and departments to plan and implement preventive measures for smooth operations across office.
 Maintained Petty Cash & prepared petty cash statement month end.
 
Mar 2016 – May 2017: Volvo Middle East, Jebel Ali, Dubai – UAE
As Operational Support Coordinator cum Executive Secretary
 
Key Deliverables:
 Providing effective administrative and secretarial support to Chief Operating Officer with daily operational functions with the
accontability of assisting GM in updating dashboards and Team places
 Documenting and updating administration procedures, processes, work instructions for all administration and facility upkeep
functions, adapting the relevant corporate polices but adapting them for local use
 Structuring & implementing innovative administrative policies/procedures to generate undivided commitment & dedication
among the team, providing valuable insight, keen analysis and team approach to implement best practices to lead all activities
 Updating and submitting Management monthly KPIs, organizing office and designing systems to maximize operations and
managing the entire spectrum of activities across providing facilities support to all the office staff
 Preparing agenda for the review meetings, drawing minutes of meeting, taking dictations and generating error free letters,
fixing & scheduling appointments and preparing PowerPoint presentations
 Creating and maintaining graphs for Long Range Data, leading the recruitment team to provide effective support in hiring
IW/OW employees
 Scheduling training sessions for the employees based on job requirement and supporting Managers in day-to-day coordination
and management of business operational activities, ensuring to achieve operational excellence
 
Oct 2010 – Mar 2016: DQL Energy Limited, DIFC Sister Concern of Daman Investments – Dubai
As Office Manager cum Executive Secretary
 
Key Deliverables:
 Made complex and frequently changing travel arrangements and coordinated the pre-planning of trips for Chief Executive Officer
 layed a vital role in reducing the costs to organization by researching, proposing and implementing vendor services and
managing external contacts for CEO and keeping track of periodic communication needed for priority contacts
 Arranged domestic and international travel plans and itineraries, including flight, car service and restaurant reservations
 Managed overall administrative tasks, including planning evets and volunteer activities, operating office equipment, such as
photocopy machine and scanner scheduling conference calls, arranging travel, visas and preparing agendas
 Worked closely with the HR to manage the induction of employees and handled communication, maintenance of reports,
documentation, email, phone calls while coordinating with other departments and providing of all departmental activities
 Coordinated with DIFC/ local authorities with regards to visas, renewal of company trade licenses, distributed company-wide
announcements, booked conference rooms and coordinated catering for annual staff development forum
 Monitored brokerage receivables & Reconciliation of Egains & BPS Statement as well as client's accounts & conducted follow up
on outstanding invoices through emails & phone calls
 Maintained Petty Cash & prepared petty cash statement month end, created brokerage classification spreadsheet for income, revenue, fees & rebates for firm's branches in DXB, NY, LHR & Houston
 Responded to clients queries with regards to DK trades, discrepancy on price, month, etc. on day-to-day basis and prepared month end revenue reports based on Broker, Client for the management
 
Jul 2007 – Mar 2010: ILS Fiduciaries Sister Concern Company of Daman Investments – Dubai
As Office Administrator cum Executive Assistant General Manager
Key Deliverables:
 Maintained systematic records and managing the correspondence with other departments while working in synchronisation with
cross functional departments, handling fax, scan and copy documents along with overall communication, email and phone calls
 Executed all the administrative work and filed the confidential documents in an appropriate manner, liaised with various
authorities and departments to plan and implement preventive measures for smooth operations across office
 Upheld the time sheets for the lawyer and subordinates, posted Posting Drafts, Invoices & Receipts in the accounts software
(Viewpoint) and raised local purchase order for stationary, office & computer equipment.
 
Past Experience
Nov 1997 – Jul 2007: Rashideen Intl. Holding Co. Ltd. (L.L.C.) – Dubai
As Receptionist cum Admin Assistant
Jun 1996 – May 1997: Commercial Supplying Agency – Surat, India as Executive Assistant
996 Bachelor of Commerce: Accounts & Audit – Veer Narmad South Gujarat University - Surat, GJ, India
1996 Diploma: Computerized Office Automation – Datapro Infoworld Ltd. – Surat – India
 
Personal Details
Date of Birth: 05th Mar, 1974 | Nationality: Indian
Visa Status: Residence Visa | Dependents: 2
Driving License: Valid Indian
Languages: English, Hindi and Gujarati