Rubeenaa Hameed
Senior Executive Assistant and Business Unit Officer & EA Team Leader
Dubai,AE
Summary
Driven and resourceful administrative professional with 25+ years of experience assisting with work of high-achieving executives. Track record supporting professional needs with well-organized precision. Successfully manages high-volume workloads in rapidly changing environments. Organized and efficient Executive Assistant with 15 years of experience supporting top-tier executives in finance, sales and accounting. Demonstrates skills in managing complex functions that require stellar multi-tasking abilities. Executive Assistant skilled at offering high-level administrative support to senior-level staff. Expert in travel management, expense tracking and schedule coordination. Expertly assists executive team using exceptional communication and organizational skills. To seek and maintain full-time position that offers professional challenges utilizing interpersonal skills, excellent time management and problem-solving skills.
Overview
22
22
years of professional experience
Work History
Senior Executive Assistant & EA Team Leader
PricewaterhouseCoopers Dubai
Dubai, Dubai
01.2012 - Current
- Reporting to – Finance Transactions & Accounting Advisory Business Unit
- Screened calls and emails and responded accordingly to support executive correspondence.
- Used advanced software to prepare documents, reports and presentations.
- Updated spreadsheets and created presentations to support executives and boost team productivity.
- Responded to emails and other correspondence to facilitate communication and enhance business processes.
- Facilitated training and onboarding for incoming office staff.
- Updated spreadsheets and databases to track, analyze and report on performance and sales data.
- Processed travel expenses and reimbursements for executive team and senior management group.
- Developed and maintained automated alert systems for important deadlines.
- Organized and coordinated conferences and monthly meetings.
- Transcribed meeting minutes to support sales, business development and senior management teams.
- Supported business and hospitality needs of corporate partners and staff during meetings and company events.
- Created expense reports, budgets and filing systems for management team.
- Organized envelopes, postage and mail correspondence for staff and leadership.
- Executed basic banking and bookkeeping tasks.
- Coordinated events and worked on ad hoc projects.
- Prepared homes for client arrivals and administered rental properties.
- Worked with senior management to initiate new projects and assist in various processes.
- Created and managed office systems to efficiently deal with documentation.
- Managed mail and both incoming and outgoing correspondence, mail, email and faxes.
- Streamlined operations and prioritized tasks, allowing senior staff to increase productivity.
- Managed external contacts for CEO and kept track of periodic communication needed for priority contacts.
- Maintained confidential, administrative support to executive team and members of board of directors.
- Scheduled monthly and annual offsite visits with top national and international executives.
- Assisted senior management with major initiatives and projects.
- Processed invoices for market data subscriptions, continuing education and memberships.
- Handled scheduling and logistics planning for conferences and monthly meetings.
- Provided administrative support to senior leadership and members of executive board while maintaining confidentiality.
- Directed administrative functions for board of directors, principals, consultants and key managers.
- Used software to coordinate meetings, appointments and tasks senior executives.
- Managed executives' complex and frequently changing travel arrangements and coordinated pre-planning of trips.
- Led staff and vendors in providing high level of service for owner and guests.
- Managed and reviewed filing and office systems.
- Worked with clients to effectively plan and coordinate logistics for special projects and events.
- Filed paperwork and organized computer-based information.
- Visited residential properties and prepared homes for clients' arrival.
- Took notes and dictation at meetings.
- Used QuickBooks to produce monthly invoices, reports and other deliverables.
- Handled logistics, catering, agendas and travel arrangements for meeting and event planning for board of directors, president and executive vice president.
- Organized logistics and materials for each meeting, arranged spaces and took detailed notes for later dissemination to key stakeholders.
- Greeted arriving visitors, determined nature and purpose of visit and directed individuals to appropriate destinations.
- Volunteered to help with special projects of varying degrees of complexity.
- Answered high volume of phone calls and email inquiries.
- Upheld strict timetables by maintaining accurate, balanced calendars.
- Used company troubleshooting resolution tree to evaluate technical problems and find appropriate solutions.
- Developed highly empathetic client relationships and earned reputation for exceeding service standard goals.
- Provided onboarding and training for new support staff.
- Handled daily scheduling tasks and provided administrative support for entire department.
- Managed complex calendar scheduling with focus on proper allocation of executive availability.
- Prepared meeting agendas and briefing papers for members of board of directors and executive team.
Executive Assistant & Business Administrative Support
HSBC Bank ME LTD
Dubai, Dubai
04.2007 - 03.2009
- Extensive experience in providing administrative and executive support to the COO & Consulting Head of Business -
- Accounting Advisory MENA region and 4 Partners of Consulting
- Accomplishing a broad range of administrative activities such as monitoring an extremely active calendar of appointments, managing diaries, organizing meetings/conferences, as well as coordinating complex business travel plans and expenses
- Managing complex and/or long-term travel and meeting plans, assess availability against priorities
- Negotiating and liaising with vendors, travel partners and hotels for team rates and agreements for meetings/events Facilitated financial procedures relating to engagement time and expenses, costs and billings clients followed by chasing payments while proactively managing any client issues relating to collections and billing Analyzed WIP / Debtors reports for partners & managers on request and generated monthly finance reports for the management team Oversee large, cross-functional, organization-wide projects or initiatives; bring together important stakeholders and help drive decisions within regional offices and virtually
- Individual testimony Serving as the primary point of contact in providing comprehensive support to multiple operating units such as
- Accounting Advisory, Capital Market, Government Reporting and Finance Function
- Strategically planning, coordinating, and ensuring that the COO and Senior Partners’ schedules are strictly followed and respected while creating win-win situations for direct access to their time and office
- Spearheading the coordination of external global events for partners by understanding event objectives in detail, identifying project requirements, preparing proposals and quotations, as well as dealing closely with clients
- Maintaining close liaison with vendors to negotiate costs and contracts for relevant products or services related to the event, such as venue, catering, transportation, logistics, etc
- Preparing letters, client proposals and memos, creating presentations, attending meetings as instructed and drafting minutes of a meeting, while monitoring the progress of day-to-day activities to ensure that deadlines are met
- Responsible for the protecting confidential information by preserving both electronic and paper documents while ensuring proper filing and documentation for retrieval
- Project Management Providing end-to-end support to all facets of assigned projects, such as conception & initiation, strategic planning & implementation, as well as project monitoring
- Organizing all team building events and client events (yearly PwC golf), meetings and conference calls and frequently preparing letters, mailings, and marketing materials, client updates and team updates Responsible for various departmental tasks such as managing the reconciliation of expenditures, conducting budget planning with the team, as well as efficiently handling ad-hoc tasks and other projects from the Project team
- Team Management & Coordination Offering insightful support to the Leadership Team in managing and overseeing a highly functional team of 180 staffs in the region with a goal to boost employees’ engagement and productivity through training, advanced learning and continuous development
- Organizing inductions and orientation programs to help assist new Executive Assistants & team members in adapting to their new roles, while ensuring a seamless transition into the business and assimilate into the company culture.
Sales Support Officer - Cash Management Dept
HSBC BANK ME LTD
Dubai, Dubai
12.2005 - 03.2007
- Managed a demanding work environment by facilitating general managers with all day-to-day operations including but not limited to extensive international travel arrangements, calendar management, phone coverage, expense reports, correspondence, and other reservations within the Payment & Cash Management (PCM) department Organized and set up introductory meetings with multiple high-end clients throughout MENA Executed a managed routine for 5 associate executive’s calendars and coordinated schedules with other department with the offices to ensure adequate support is extended to top management
- Coordinating between regional offices for meetings & travel arrangements for executives visiting HBME and staff visiting the regions
- Liaise with HSBC's visa departments, main administrations for hotel and travel bookings to provide necessary assistance during their stay in Dubai
- Multiple positions within HSBC around office administration and customer support staff
- Designated point of contact for all employees, providing administrative support, handling petty cash, liaising independent correspondence, and indulging in other office clerical work and managing employee queries
- My main duties as office administrator included managing office stock, preparing regular reports (e.g., expenses and office budgets), manage travel and medical requirements for a team of 72 people and organizing company records
- Furthermore, I managed client relationships for customers signing on electronic banking channels including satisfactory and expeditious completion of documents, hands off to the implementation team & ongoing support for tracking registration on electronic channels by responding, resolving & following-up customer queries independently.
- Organized promotional events and interacted with community to increase sales volume.
- Used critical thinking to break down problems, evaluate solutions and make decisions.
- Prepared variety of different written communications, reports and documents.
- Received and processed stock into inventory management system.
- Worked with customers to understand needs and provide excellent service.
- Created plans and communicated deadlines to complete projects on time.
Tele-Marketing Officer - Cards
National Bank of Ras Al, RAK BANK
Dubai, Dubai
01.2005 - 11.2005
- Maintain & develop computerized customer & prospect database
- Plan & carry out direct marketing activities (principally direct Mail) to agreed budget, sales volume, values, product mix and time scales
- Respond to follow-up sales enquiries by post, telephone & personal visits
- Maintain & develop existing & new customers through planned individual account support & liaison with internal order-processing staff
- Carry out Market research competitor & customer surveys.
- Incorporated product changes into marketing messages to drive customer engagement and maximize profits.
- Increased sales by offering advice on purchases and promoting additional products.
- Provided positive first impressions to welcome existing, new and potential customers.
Debt Collector
National Bank of Dubai
Dubai, Dubai
09.2003 - 03.2005
- Collections Unit, Retail Credit Centre, Giving reminder calls to delinquent customers of the Loan & Credit Card products & following their payments in given time
- Managing delinquent portfolios through constant follow ups of overdue accounts, outstanding debts & collection of their payments with focus on soft buckets & 60+ maintenance of customer accounts & statements on a regular basis, dealing with customer’s payment queries & settlement of their accounts Liaising with bank branches regarding customer payments, presentation of cheques, and liaison with agency for collection & with lawyer’s office for legal matters
- Handling many others office administration works, Filing, Cheques, Customer Complaints Query Resolution,
- Preparing MIS, Statement Delivery Auditing, Checking on the return mail from the Addresses, etc.
- Achieved performance goals on consistent basis.
- Delivered exceptional customer service on collection calls and maintained calm and professional demeanor.
- Listened to customers and negotiated solutions that met creditor and debtor needs.
- Advised customers of alternative actions and strategies for debt repayment.
- Entered client details and notes into system for interdepartmental access and review.
- Maintained high volume of calls and met demands of busy and productive group.
Check-in Agent
DNATA / Emirates Airlines
Dubai, Dubai
10.1997 - 08.2003
- Multiple roles under airport and customer operations
- I was involved in serving passengers to make the travel their experience comfortable by attending to passengers from arrival to on-boarding while adhering to airport security protocols, airline procedures and company regulations.
- Provided high level of customer service to each person by engaging customer and using active listening and effective interpersonal skills.
- Informed clients of essential travel information, such as travel times, transportation connections, medical and visa requirements to facilitate quality service.
Education
Business Administration -
Gulf Indian High School
Dubai - United Arab EmiratesVarious inhouse certification received – Dnata / Emirates Group Certification on various banking related courses – RAK Academy Certification on various business-related courses – PwC Academy Received Digital Acumen - PwC - undefined
Higher Secondary School – Gulf Indian High School
1994
Skills
- Well-developed planning/organizing skills along with analytical reasoning & lateral thinking
- Adaptability to changing circumstances and astute reactions
- Ability to organize, delegate and lead teams through end-to-end projects
- Strategic planning, handling and facilitating large networking events both with client events and X-LOS
- Ardent speaker and confident facilitator
- Ability to prioritize tasks, work under pressure with high level of attention to detail
- Adapt a problem-solving approach to work
- Business writing & Advanced Clerical Knowledge
- Travel Administration & Schedule Management
- Strong Interpersonal Skills
- MS Office, Google Suites & SAP Concur
- Project Management
- Office Management & Administration
- Schedule & calendar planning
Timeline
Senior Executive Assistant & EA Team Leader
PricewaterhouseCoopers Dubai
01.2012 - Current
Executive Assistant & Business Administrative Support
HSBC Bank ME LTD
04.2007 - 03.2009
Sales Support Officer - Cash Management Dept
HSBC BANK ME LTD
12.2005 - 03.2007
Tele-Marketing Officer - Cards
National Bank of Ras Al, RAK BANK
01.2005 - 11.2005
Debt Collector
National Bank of Dubai
09.2003 - 03.2005
Check-in Agent
DNATA / Emirates Airlines
10.1997 - 08.2003
Business Administration -
Gulf Indian High School
Various inhouse certification received – Dnata / Emirates Group Certification on various banking related courses – RAK Academy Certification on various business-related courses – PwC Academy Received Digital Acumen - PwC - undefined
Higher Secondary School – Gulf Indian High School
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