Agnes Fernandes

AGNES FERNANDES Kuwait Mobile: -  Email:---------------------------------------------------------------------------------------------------------------EXECUTIVE ADMINISTRATOR Trusted Confidante | First Point of Executive Contact | Expert Business Manager Accomplished Executive Administrator with about 30 years of experience working with corporate and other large establishments. Consummate professional dedicated to making the lives of busy executives easier. Works under pressure most of the time with tight schedules and deadlines. Recognized for assisting the executive in seamlessly managing the office effectively and efficiently. Uses the PC to produce documents of different kinds accurately and quickly, often under pressure, with capability in a range of software packages. Serve as an effective gatekeeper who manages calendars and related office work with discretion and trust. Support stakeholders and manage complex travel itineraries, scheduling and planning of events, meetings, and conferences. Apply excellent customer service with a proactive approach in dynamic environments. • • • • • • • • Executive Support Complex Scheduling & Time Management Travel Planning and Booking Multi-Department Support Executive Presentations Research Multi-Project Management Planning and Organizing skills • • • • • • • • Customer Service and Liaison Communication and Interpersonal Skills Correspondence Analysis and Reports Expense Tracking Event and Conference Planning Process Improvement Technical Writing skills IT PROFICIENCIES • G-Suite (docx, sheets, slides) • Cloud storage: Google drive, Dropbox, One drive, MS Sharepoint Portal • Collaboration Tools: Zoom, Loom, Webex meetings, Microsoft teams, Google Duo • Project management: Trello, Asana, Clickup • MS Office Suite (Outlook, Planner, Task, Visio) • Data Entry • Internet Research Open and keen to learn new tools and technology as and when required AGNES FERNANDES  Page 2 of 5 --------------------------------------------------------------------------------------------------------------------------------- PROFESSIONAL EXPERIENCE EQUATE PETROCHEMICAL COMPANY, Kuwait Personal Administrator to the Senior Executive • • • • • • • • • • • • • • 2011 - 2020 Provide direct comprehensive administrative and business support to the Senior Executive, together with supporting a team of 5-7 managers with a total departmental strength of 30+ employees. Safeguard the Executive’s agenda and liaise with internal and external stakeholders by establishing self as point-of-contact for calendar requests. Accurately transcribe, type, format, and proof read a wide variety of material (for example correspondence, invoices, contracts, meeting minutes, reports, and presentations) using word processing, power point presentations, graphics and spreadsheet software while maintaining confidentiality of all business activities as required by the organization. Compile and distribute correspondence on behalf of the Executive, including email and corporate announcements, ensuring accurate representation of the company branding. Prepare project and departmental reports, flowcharts, work process maps, interactive spreadsheets, databases, presentations and conference materials. Assist in the preparation and production of proposals, reports and documents undertaking basic research. Orchestrate extensive travel itineraries and map conferences and meetings by negotiating with service providers and securing flight, accommodation, and transportation reservations. Create purchase orders, collate and track monthly expenses against budget in SAP, ensuring fiscal responsibility and due diligence together with maintaining petty cash. Prepare the yearly budget for the department. Act as a central point of contact for stationery services including maintaining inventories, process department orders, and liaise with procurement department as necessary. Make travel bookings and other related arrangements for department staff business trips and department guests and ensure timeliness and thoroughness in the implementation of the same Backup team member of EQUATE’s CSR team, including reviewing CSR program proposals, arranging sponsorship payments, managing and tracking CSR budget, and communicating decisions to CSR team. Handle the office in the absence of the Executive, directing necessary queries to the concerned personnel. Take minor decisions on behalf of the Executive, with prior consent and approval. Contribute to the identification of opportunities for continuous improvement of respective department systems, processes and practices considering ‘international best practice’, improvement of business processes, cost reduction and productivity improvement. Mentor administrative staff in the department AGNES FERNANDES  Page 3 of 5 --------------------------------------------------------------------------------------------------------------------------------- EQUATE PETROCHEMICAL COMPANY, Kuwait Personal Administrator to the HR Director • • • • • • • Provide a full range of administrative and secretarial services to non-executive management. Draft official correspondence (letters, memos, faxes, emails) of a standard nature using standard templates for consistency. Handle all official incoming and outgoing mail and prepare non-routine correspondence as directed by department staff. Track and record all incoming and out-going correspondence to ensure that there is a clear chain of custody and that the status of all correspondence can be monitored from start to finish. Carry out tasks in coordination with concerned departments / units for processing of requests pertaining to employee services, travel bookings, time attendance and other required requests / documents while ensuring compliance to corporate and local laws and regulations. Receive, classify, consolidate, and summarize documents and information, maintaining records of documents processed according to standard procedure for use by management. Maintain safe custody of confidential documents and correspondences received by department staff to prevent unauthorized access. Maintain various categories of files (electronic and hard copies) required by the department in a systematic, secure manner to enable easy reference and quick retrieval. Prepare agenda for the meetings, record and type minutes of meetings especially staff meetings, track actions items and log them in the AITS system. Write notes during conference calls and produce them in a typed document. Prepare monthly reports like department highlights to be sent to senior management. EQUATE PETROCHEMICAL COMPANY, Kuwait Office Administrator to Manpower & Compensation Manager • • • • • • • • 2005 - 2010 2000 - 2004 Prepare and format job descriptions, job evaluations as final documents for management approvals and signatures. Upload all job descriptions into documentum system and maintain the folder with updates as required. Prepare Job Offers, visa requests, contracts for Special Contract employees. Follows up on start and end of assignment formalities, air tickets, shipping and contract renewals. Consolidate and follow up on information to be received from different departments viz. departmental metrics, Incentive Plans and put together the needed information as ready documents for system implementation. Consolidate and prepare reports as needed. Update different documents like Special Contract reports, grading matrix, Job evaluation profile etc. and keep them evergreen. Maintain and administer the Organisation Management module in SAP creating positions, departments, cost centers etc. Act as a backup for the Recruitment module in the absence of the recruitment administrator and assist in recruitment activities when needed. Work with budget creations, Performance Appraisals, promotions etc. in the SAP Salary Plan system. Gathers the necessary information required or requested by other departments and sends it to them. Answer employee queries from the organization as required. Gather data and prepare analysis including calculations or type and format the data prepared for various analysis. Browse and gather data from Internet for business needs. AGNES FERNANDES  Page 4 of 5 --------------------------------------------------------------------------------------------------------------------------------- • • • • • • Assist the manager and department during salary surveys, salary plan implementation and other projects undertaken by the function. Registers relevant department personnel for training courses inhouse and externally; while making the necessary arrangements for visas, course fees, hotels, travel itinerary etc. Arranges travel and meetings, assembles relevant papers, and follows up on action points using tact and discretion as appropriate to obtain information. Follow up on the registrations, business expense claims, travel authorizations, payment requisitions etc for the courses. Team member of various teams in the department for different projects. Maintain and order as needed stock of office stationery as per department needs. Orders for computer hardware, telephones, mobiles, furniture etc through purchase requisitions and follows up to expedite delivery of the needed items. Maintain record of international calls, faxes etc for billing purposes. Renew and track magazine/periodicals subscriptions and memberships for department needs. EQUATE PETROCHEMICAL COMPANY, Kuwait Office Administrator • • • 1998 - 2000 Provide administrative backup for several executives, including CEO, CFO, Director HR, SVP Commercial, and Public Relations department. Draft and track routine and non-routine official correspondence, including letters, memos, faxes, and email while maintaining safe custody and confidentiality. Prepared documents, spreadsheets, and presentations for the Marketing and Supply Chain directors ADDITIONAL PROFESSIONAL EXPERIENCE VARIOUS COMPANIES, Kuwait Executive Secretary • • • • • • • • 1993 - 1998 Data entry and processing of personnel and vehicle badges for an entire project - An access control operation involving approximately 11,000 men and ,500 vehicles per day together with preparation of temporary gate passes for visitors coming to the site. Preparation of workforce reports, time sheets and other security related correspondence. Generating various reports related to the workforce belonging to the different contractors on site. Routine Office work like handling of telephone calls, filing, fixing appointments, itinerary, faxes, preparation of minutes of meetings etc. Prepared Sales reports, Sales analysis reports, Salesmen activities reports, Project Status and other sales related jobs. Prepared Client lists, Market evaluation reports, Stock control & stores reports, corporate agreements, time sheets, quotations, charts etc. Carried out independent business correspondence with both local and International suppliers/clients, liaison with courier companies for outgoing and incoming shipments and replied to customers queries. Arranged airline tickets, hotel reservations and other related arrangements for the Managers and Executives from the office and the visiting Management teams. AGNES FERNANDES  Page 5 of 5 --------------------------------------------------------------------------------------------------------------------------------- EDUCATION AND TRAINING Bachelor of Arts (BA), English Literature and Psychology, Gujarat University, India Diploma in Secretarial Practice, Davars College of Commerce, Bangalore, India Various trainings - Attended trainings related to Time Management, Secretarial Competencies, Office Etiquettes, Team Concepts, MS office software etc.