Michelle de Scally, Virtual Assistant adding Value to Your Business

About

Detail-oriented, driven, results focused Office Manager of 32 years with commensurate experience in Administration, Human Resources, Finance, Procurement, and Operational roles. Offering in-depth experience in administration of vital business projects and processes. Excellent communicator and project manager with strengths in daily operations management, workflow improvements and customer service. Optimizes productivity, efficiency, and service quality across various environments. Highly dependable, ethical, and reliable support specialist and leader that blends advanced organizational, technical, and business acumen. Works effectively with cross-functional teams in ensuring operational and service excellence.

Experience

AIO Specialists FZ LLC

Jan 2021 – Present

United Arab Emirates

Virtual Assistant / Online Business Manager

AIO Specialists is an Virtual Assistant company offering professional, comprehensive virtual business and administrative services, to businesses. Giving clients the peace-of-mind that their business is being taken care of by a professional. Freeing up your time to grow your business and its profitability, I save you money, making your business more efficient. You’ll feel less stressed, more focused on important matters, confident in the smooth operation of your business. I also offer one-off services to businesses who need the extra assistance “now-and-then” to make better use of an employee’s time or implement a project.

SICO Middle East DMCC

Oct 2008 – Dec 2020

United Arab Emirates

Office Manager

My scope of work covered a variety of responsibilities and activities. In addition to the day-to-day financial and administrative tasks, I also looked after the Operations, Human Resources, Logistics, and previously Marketing & Key Account Sales functions. My daily activities included; general bookkeeping functions, raising purchase orders on suppliers, liaising with suppliers to ensure shipping deadlines are met, liaising with freight agents regarding documentation and shipping / arrival dates, raising invoices on Clients, following up on outstanding payments, issuing required documentation (invoices, PO, delivery notes, certificates of origin, etc.) for customs purposes, liaising with banks, reconciling payments made to internet bank statements, issuance of quotations to Key Accounts and the follow up on the outcome of the quotations submitted. My weekly activities included updating and distributing the actual vs. budget file for both orders and shipments. My monthly activities included month end financial procedures, salary, and commission payments, raising statement of accounts on Clients, reconciling payment received to Clients accounts, verifying inventory movement, payment of suppliers, Management Accounts issuance. My yearly task was to ensure the company maintained its legal trading status in the country, by renewing trade licenses, insurance policies and membership certificates, like the Chamber of Commerce.

MEYDAN LLC

Oct 2007 – Sep 2008

United Arab Emirates

EA to HR Director and HR Project Coordinator

In addition to working as the Executive Assistant to the HR Director and providing administrative support to the HR Team, I was also responsible for the research, development, design, and implementation of HR related projects, including benefits, training, and policies & procedures. I also managed the Junior Office Staff (Receptionist, General Administrator, Office Boys and Drivers). Projects: Recruitment Responsible (until January 2008 when the Recruitment Manager joined) for recruitment of employees for the Group. Successfully managed the entire recruitment process; from screening of CVs to initial interview through to issuance of employment contracts. Health Insurance benefit for the Group (including dependents a total of 2195 people) Successfully implemented the Health Insurance project from conception to implementation. I also wrote the Health Insurance Policy & Procedure document for the Group. Learning & Development • English Language Courses – Implemented and organized through ELS. • MS Office 2003 to 2007 migration – Responsible for the development of the training matrix, analyzing the training needs, researching the various training companies, course outline, course content and implementation. SAP Prototype (possible ERP package implementation for the business) I was selected to be one of the Power Users (for the HR Department) of the SAP system during the information gathering and testing stage. Mercer Benefits & Salary Survey 2008 I compiled the data, checked the accuracy and submitted the data to Mercer for use in their 2008 survey. Life and Medical Insurance for employees and other participants in Professional Sports Conducted the research, made initial contact with insurance companies to negotiate Life and Medical Insurance for members of staff and individuals participating in the professional sport (horse racing) on a race night.

DANWAY LLC

Apr 2005 – Sep 2007

United Arab Emirates

Office Manager and PA to the MD

My scope of work included running the Administration, IT, Facility Management and Quality Departments of the Company. I dealt with all the Corporate Communications, including exhibitions (design of stand and setup) and media relations. I worked as the PA to the Managing Director and assisted the HR Manager with HR related work for 1200 employees. I was the coordination point for the Abu Dhabi Head Office for any works to be completed in Dubai. In addition to my daily responsibilities: • Re-designed the website for Danway. • Introduced the HR & Company Policies (as approved by the MD) • Assisted with the writing the Employee Handbook. • Developed and introduced the Induction program for new employees. • Re-designed the Company Brochure. • Developed a Performance Appraisal System • Re-organized and re-designed the layout of the offices. • Assisted in the annual salary & bonus payment review

CUMMINS FZ

Sep 2003 – Mar 2005

United Arab Emirates

HR Representative (HRR) | PA to Managing Director

I worked as the PA to the Managing Director and as the HRR for the Middle East area. My duties as the PA included; Screening of incoming calls and taking of messages; Screening and replying of emails on behalf of the Manager; Handling of correspondence including confidential information; Diary Management; Organization of meetings (booking of boardroom / hotels, arranging refreshments, etc.); Organization of travel (including flights, hotels, car hire and visa applications, etc.); Taking and compiling of Minutes; Preparation of Presentations / Agenda / Document Packs / Reports; Typing of documents (letters, etc.) from hand written drafts or Dictaphone.; Setting up of Filing systems. My duties as the HRR included basic human resources management for 70 staff members, as well as managing the Administration Staff of both branches.

DIAGEO

Nov 2001 – Aug 2003

United Arab Emirates

PA to Regional Manager | Marketing Coordinator

Within the scope of my work, I worked as the PA to the Regional Manager. My duties as Marketing Coordinator included obtaining Sales Data from Distributors to establish and input sales information into a database to determine consumer performance, trends and prepare presentations and correspondence. I was also involved in the selection, ordering and monitoring of promotional materials and the maintenance of a database of promotional activities. I trained staff on current and forthcoming promotions as well as product knowledge on the range of brands. My duties as the Brand Champion for the Guinness and Kilkenny brands, was to deal with all brand related issues, develop and arrange promotions, work with Advertising agencies to develop promotional materials, develop Game / Brand plans, arrange Trade Tours, monitor budget spend and order POS material for promotions, monitor sales vs. budget and assist with the development of action plans for problem areas.

INTERVID FZ LLC

Apr 2001 – Oct 2001

United Arab Emirates

Office / Administration Manager

I assisted in establishing the company and setup of the office in the Dubai Internet City (DIC). Some of the tasks completed were the finalization of the Limited Liability Documentation for DIC, the hiring of Designers for the Office design and selection of furniture; recruitment of employees; registration of the company with Government Departments (e.g.: Chamber of Commerce). I was involved in the development and typing of Proposals and Tender Documents. I performed basic Human Resources duties of the Office, as well as the role of Accountant (basic accounting), being the second signatory on the Company Banking Account. I raised OPO's for the equipment required (whether it was for direct sale or for hire) from other branches worldwide, monitored the shipments from point of departure to Dubai, prepared the documentation & letters of exemption on customs duties, received the equipment, and captured the equipment in a excel database, so that the movement of the equipment was always monitored.

South African Breweries

Mar 1997 – Nov 1999

South Africa

Sales Coordinator & PA to Sales Managers | Subject Matter Expert

In addition to my Sales Coordinator duties, I worked as a PA for three (3) Sales Managers and assisted 25 Sales Representatives with administration work. As a Sales Coordinator I reported on the performance of the sales representatives for payment of their sales incentives, as well as on the availability of products by outlet and that of the promotional progress by outlet. I developed and prepared a Quarterly Sales Plan, updated sales graphs, and market analysis monthly. I coordinated customer focus groups, award evenings, mini conferences, quarterly functions, and Brewery tours. I was responsible for the ordering and issuing of all POS material for the merchandize department and In-store promotion. I was responsible for the payment of accounts on SAP (computer package) and the reconciliation of accounts paid. Within five months of joining SAB, I was selected to become a Subject Matter Expert (SME) to train other Sales Coordinators on “The Important aspects of being a Sales Coordinator” and the software packages used in SAB. Included in these sessions was training on the database I designed to track sales in the informal markets in South Africa. As a SME, I assisted with the development of reports, the rollout and installation of a new computerized sales system (Sales Logix), the training of staff on in-house computer packages, and the new sales system.

Rebel Bottle Stores (Gilbeys)

Apr 1990 – Oct 1994

South Africa

PA to Regional Manager | Public Relations Officer (PRO) | Internal System Support (ISS)

My initial position was as the PA to the Regional Manager. In 1990 I was promoted to the Public Relations Officer. My duties as the PRO, involved the compiling of monthly information for marketing meetings (which I attended monthly). I was responsible to open new accounts (via tele sales [cold calling], a toll-free line and word-by-mouth), as well as calling on existing customers. I quoted for and coordinated functions (weddings, product launches, meetings, conferences, office parties, etc.) which included organizing the function from A – Z. I coordinated store openings, in-house functions such as Management meetings, wine tastings and new product launches. In 1994 in addition to my PRO duties, I was promoted to ISS for the Kwazulu Natal Province. My duties as an ISS involved setting up of the new PC system (POS) in the stores and training staff on the in-house and out-of-the box PC programs, as well as handling all software and hardware problems and implementing the upgrades. I conducted in-store audits during stock take periods.

Education

ACCA

Jan 2021 – Present

Certificate: Introduction To & Intermediate Bookkeeping, Bookkeeping

ACCA

Jan 2021 – Present

Certificate: Management & Financial Accounting, Accounting

The Institute of Financial Consultants – National Academy, Dubai, UAE

May 2013 – Jun 2013

Certificate – Certified Finance Professional, Finance for Non-Financial Professionals

Alison.com

Jan 2013 – Jun 2013

Diploma: Business Management and Entrepreneurship, The principles and practices behind Corporate Management, Operations Management, Accounting, Human Resources Management, Financial Accounting and Project Management.

ICS Dubai

Jun 2005 – Jul 2005

Certificate – ISO Quality Lead Auditor, ISO Quality Auditing Procedures

South African Breweries

Aug 2000 – Sep 2000

Certificate - Train the Trainer, Practical Training Techniques

Hartwell Business Institute - South Africa

Jul 1995 – Aug 1995

Certificate − Public Relations , The Basic Principles of Public Relations

Academy of Learning - South Africa

Jan 1994 – Dec 1994

Certificate − Office Administration , The Role of the Receptionist and Executive/Personal Assistant

FSA Contact South Africa

Nov 1992 – Dec 1992

Certificate - Train the Trainer, Practical Training Techniques

Michelle de Scally

Virtual Assistant adding Value to Your Business

Skills

Languages