Administrative Assistant

Volha Kalanda

California, USA

Mobile: 1 (714)7601000









Seeks placement with any progressive organization to attain professional excellence, improve my knowledge, and learn new different creative activities and also to utilize my experience gained from previous organizations.



Master’s of Business Administration, International American University, CA, USA, currently pursuing

Master’s Degree of Strategic Human Resource Management, University of Wollongong in Dubai, January 2012 – May, 2013

Bachelor Degree, Foreign Languages Department, Faculty of Philology, Polotsk State University, Belarus




August 2013 – December, 2015, Aurora Aviation S.A., JLT, Dubai, UAE

HR Administrator/Office & Admin Manager

   Maintain and develop the personnel filing system;

   Manage all queries for company employees (contracts, vacations, travel, visas, termination);

   Recruitment: post new positions, review C.Vs,  interview and short list candidates;

   Prepare job offers for new employees;

   Develop Job descriptions for current and new positions;

   Build human resource database and keep it up-to-date.

   Regular reporting to the management on a daily, weekly, monthly basis;

   Assist the management in organization of company events and conferences (registration, coordination with designer companies, marketing material, etc.); 

   Arrange hotel accommodations, transport and flights, etc.

   Assist the Management in investigating complaints and issues, if such emerge,  responding to any issues in efficient manner;

   Represent the company externally when required according to the company's policy;



November 2011 – July 2013, PRECISE Trading LLC, Dubai, UAE

HR Coordinator/ Executive Assistant to MD


As HR Coordinator:

   Enter data into the HR system so that accurate records are maintained;

   Manage the absence recording system;

   Manage the holiday recording system;

   Maintain and develop the personnel filing system;

   Liaise with payroll;

   Manage all queries for human resource department and ensure timely response for same;

   Prepare all documents pertaining to contracts and other important HR letters and related documents.

   Provide all recruitment administration support;

   Post any open positions, review resumes and set up interviews, and updating information on all recruiting websites;

   Prepare appointment and/or offer letters. Verify all necessary authorizations are in place.

   Manage the new joiner process from offer letter through to joining instructions and induction;

   Provide HR support and advice to employees and line managers, explaining policies and procedures in a timely and effective manner;


As Executive Assistant:

   Manage and co-ordinate diaries including arranging and booking of internal and external meetings.

   Manage correspondence of/and assist the Managing Director in all matters. .

   Serve as liaison with department managers to help ensure a manageable flow of work and communications.

   Maintain communication with selected outside parties on behalf of the Managing Director, including customers, suppliers, business contacts, etc. wherever and whenever required.

   Organizing smaller company events, i.e. venues and catering.

   Deal with all the enquiries/requisitions/approvals.



February 2009 – September 2011, Spadamco Holdings, Dubai, UAE

Personal Assistant to Managing Director/Office Manager


   Accountable for fixing the appointments of the Managing Director with the Division heads and clients.

   Manage and keep confidentiality in all correspondences, files, documents and reports. 

   Coordinating with the department heads for the daily activities and for company’s travel needs: arrangement of hotel accommodations, transport and flight, etc

   Responsible for extending comprehensive administration support to the top management. Duties involved handling business correspondences, drafting letters, taking care of the minutes of meeting, managing diary including confidential documents and preparing PowerPoint presentation.

   Liaising effectively with the various consultants, key personnel and clients to facilitate smooth office coordination; also to gather feedback and plan for corporate affairs.

   Maintained and updated company legal records and other personal files of the Managing Director.

   Gained comprehensive experience of office coordination, and ensured proper communication at all staff levels.

   Interacting with the company’s legal advisors/lawyers

   Working closely with different departments’ heads and following up to ensure all tasks are carried out within agreed deadlines. Compiling the documents accordingly and maintaining confidentiality.

   Stationery stock management, maintaining stock records for the department and ensuring that the minimum stock levels are maintained always in the department.


May, 2008 – January, 2009, Aspire Real Estate, Dubai, UAE

Executive Assistant to CEO


-          Providing high-level administrative support for an office and for top executives

-          Scheduling, calendaring, and meeting planning;

-          Event and occasion planning;

-          Assisting with meetings, conferences, etc;

-          Arrangement of hotel accommodations, transport and flight, etc

-          Manage the To Do and To Call lists;

-          Manage client contact lists and databases;

-          Take dictation, type e-mails, draft correspondence, coordinate mass mailings;

-          Assist with various initiatives;

-          Preparation of project presentations in Power Point;

-          Personal Work: schedule vacations, assist with special projects


2007 – 2008, Sales & Marketing Department, Golden Tulip Hotel, Al Barsha, Dubai, UAE

PA to Director of Sales & Marketing / Sales Executive


   Scheduling, calendaring, and meeting planning;

   Providing high-level administrative support;

   Identify and solicit sources of business;

   Arrangement of hotel accommodations, transport and flight, etc

   Build rapport and actively qualify each business opportunity;

   Participate in all Sales activities;

   Organize and maintain paper and electronic files;

   Compose correspondence; manage databases;

   Disseminate information by using the telephone, mail services, Web sites, and e-mail;


2003 – 2007, Capitol Group of Hotels, Dubai, UAE

Guest Relation/ Customer Service


   Welcoming guests to establish and maintain good customer relations;

   Present the benefits of the hotel to the customer;

   Handling and resolving complaints;


2001, Real Estate Agency “Uspeh”, Belarus

Admin / Secretary


   Organize and maintain paper and electronic files;

   Compose correspondence; manage databases;

   Disseminate information by using the telephone, mail services, Web sites, and e-mail;



   Public Relations-Coordination Skills;

   Loyal and reliable

   Maintains confidentiality in Corporate Affairs

   Self Starter with a strong Commitment

   Dynamic Personality – Team Player;

   Excellent Communication Skills;



   Computer Literature (Word, Excel, Power Point and Outlook);

   Proficient in multitasking, working under pressure, facing challenging atmosphere and performing in multicultural work environment,

   Adept at handling difficult situation, I fully understand the need to maintain confidentiality on sensitive issues and communicate with tact and diplomacy

   Good team player;

   Willing to learn fast, can easily relate to other people and different situations;

   Good time management;

   Love challenges;

   Highly developed sense of responsibility;




  • ID#: 109446
  • Location: Irvine, CA

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