Rubeena Merlyn Pinto
Mangalore
Summary
Accomplished Executive Secretary with a proven track record at Bahrain Royal Flight & Gulf Air, adept in event planning and conflict resolution. Highly motivated, fostering significant improvements in process standardization and inter-departmental collaboration.
Overview
13
13
years of professional experience
Work History
Executive Secretary
Bahrain Royal Flight & Gulf Air
Manama
08.2024 - 01.2025
- Ensured that all records were maintained in accordance with company policies and procedures.
- Reconciled financial statements submitted by subordinates; prepared monthly reports on discrepancies found.
- Advocated and worked collaboratively to standardize processes, procedures and communications.
- Facilitated communications by forwarding emails, transferring calls and filing documents.
- Assisted in the preparation of presentations, reports, memos, letters, and other documents as needed.
- Monitored emails received by executive personnel; responded promptly when appropriate.
- Prepared invoices and drafted memos for executives.
- Maintained filing system for all documents related to executive activities.
- Coordinated various office activities such as ordering supplies and arranging catering services for events.
- Prepared agendas and took minutes of meetings attended by the executive staff.
- Responsible for maintaining confidential files pertaining to executive operations.
- Greeted and directed visitors, answered phone calls, and provided general administrative support.
- Reviewed incoming correspondence; distributed materials accordingly.
- Provided accurate, up-to-date information to external parties through emails, phone calls and in-person interactions.
- Reviewed incoming reports, applications and memos to determine workplace priorities.
- Compiled meeting agendas and supportive materials ahead of meetings.
- Designed PowerPoint presentations for monthly divisional meetings with top-level executives.
- Managed director's calendar and prepared meeting agenda and materials.
- Assisted with special projects as needed; provided input on project plans when requested.
- Updated and implemented administrative and executive support policy changes and monitored effects.
- Prepared accounts payable paperwork necessary to process invoices.
- Prepared, formatted and bound reports for professional presentations.
- Initiated regular staff meetings to advance open communications, facilitate teamwork and improve morale.
- Organized meetings, conferences, and travel arrangements for executives.
- Maintain EVPO&T's daily schedule and organize meetings
- Assist and coordinate Pilots' HR-related tasks such as duty travel forms, annual leave/ticket requests, medical insurance claims, education allowances, National ID and Visa.
- Maintain record of Pilots Licenses and Aircraft documents and coordinate with Bahrain Civil Aviation for renewals/new applications.
- Provide Secretarial support to Pilots
- Handle confidential documents/information with utmost confidentiality and ensure they remain secure.
Secretary to Managing Director
Business Hub
Manama
12.2023 - 07.2024
- Managing the executive's calendar, scheduling appointments, meetings, and travel arrangements
- Managing and coordinating the new office incubators for New CR Registrations
- Preparing agendas, taking minutes during meetings and ensuring follow-up on action items
- Conducting research, compiling data, and preparing summaries and reports as needed
- Organizing and maintaining files, records and documents both in physical and digital formats
- Overseeing the smooth operation of the executive's office, including maintaining office supplies, equipment, and ensuring a professional environment
- Custodian of all company vehicles and their insurances
- Laising with other departments in following up the tasks that are required by Managing Director
- Drafting internal circulars / memos as directed by the executive
- Handling confidential information with discretion and maintaining confidentiality at all times
Executive Secretary to Managing Director
Kaleidoscope WLL Bahrain
12.2020 - 07.2023
- Handling incoming calls, emails, and other correspondence on behalf of the executive
- Organizing and maintaining files, records, and documents both in physical and digital formats
- Preparing invoices, follow up payments with clients, handling petty cash
- Maintaining files related to clients and administration
- Preparing job descriptions as requested by the Managing Director
- Hands on experience with Odoo ERP accounting software
- Handling staff payroll, overtime and other benefits
- Handling LMRA, SIO and Sijilat during absence of HR
- Interviewing and shortlisting resumes for various positions
- Onboarding newly selected candidates by preparing necessary documentation such as offer letter and employment contract
- Applying visas in LMRA
- Making sure every ongoing daily activity related to staff and employees are taken care
- Offboarding the employees and staff with the necessary procedures in accordance with labor law
- Handling Exit procedures
- Preparing final settlement whenever employees are offboarded
- Handling confidential information with discretion and maintaining confidentiality at all times
- Building and maintaining relationships with internal and external stakeholders, including clients, suppliers, and other executives
Executive Secretary to Managing Director
Elevations Architects & Engineers
01.2016 - 11.2020
- Organizing meetings & taking minutes of meeting
- Dealing with all inquiries in person, via telephone and via email
- Arranging Travel to the Managing Director & other employees
- Preparing invoices, follow up with clients on payments
- Depositing cash to the bank
- Managing the receivables
- Handling Petty Cash transactions
- Maintaining Files related to clients and management staff
- Receiving and distributing all incoming & outgoing documents & architectural drawings
- Recruiting, training and supervising newly joined staff
Junior Assistant
Fr. Muller College of Nursing
12.2011 - 11.2015
- Responding to phone calls, handling student queries, carrying out official correspondence and follow ups
- Arranging meetings and conferences
- Preparing Memos and other letters as required
- Scheduling appointments, creating brochures & newsletter
- Responsible for the admission procedure of the Nursing Students
- Liaising with university & Indian Nursing Council
- Conducting induction & training session for newly recruited employees
- Maintaining personal files of staff & workers
- Conducting interviews to the applicants
- Arranging Business Meetings, Conferences, Air-Ticket to delegates
- Preparing job descriptions as requested by the Department Head
- Conducting preliminary round of interviews
Education
Bachelors - Human Resources Management
Mangalore University
Mangalore, IndiaPUC -
St. Agnes Pre University College
Mangalore, IndiaDiploma -
Computer Applications
Diploma -
Tally Accounting Software
Skills
- Customer Service
- Computer Skills
- Communication Skills
- Event Planning
- Conflict Resolution
- Critical Thinking Skills
- Dedicated team player
- Highly Motivated
- Teamwork Skills
Languages
- English
- Hindi
- Kannada
Personal Information
- Title: Executive Secretary
- Date of Birth: 02/23/90
- Nationality: Indian
Timeline
Executive Secretary
Bahrain Royal Flight & Gulf Air
08.2024 - 01.2025
Secretary to Managing Director
Business Hub
12.2023 - 07.2024
Executive Secretary to Managing Director
Kaleidoscope WLL Bahrain
12.2020 - 07.2023
Executive Secretary to Managing Director
Elevations Architects & Engineers
01.2016 - 11.2020
Junior Assistant
Fr. Muller College of Nursing
12.2011 - 11.2015
Bachelors - Human Resources Management
Mangalore University
PUC -
St. Agnes Pre University College
Diploma -
Computer Applications
Diploma -
Tally Accounting Software
Similar Profiles
AUDREY MIROYAAUDREY MIROYA
Kids Club Attendant at Jumeirah Gulf of Bahrain Resort and SpaKids Club Attendant at Jumeirah Gulf of Bahrain Resort and Spa
Sradhanjali MaharanaSradhanjali Maharana
Demi Chef De Partie at Jumeriah Gulf of BahrainDemi Chef De Partie at Jumeriah Gulf of Bahrain
ABDUL JALEEL CHALA PADIKALABDUL JALEEL CHALA PADIKAL
Registered Nurse, Kidney Dialysis Unit ( KDU ) at Bahrain Defense Force Royal Medical ServicesRegistered Nurse, Kidney Dialysis Unit ( KDU ) at Bahrain Defense Force Royal Medical Services