Faheema Japie

• Manage emails, information, and other communications; plan and maintain MD's calendar; act as 'follow-up Manager' across Senior Leadership Team; type up notes, emails, presentations, and reports; extensive travel booking management; attend meetings and take notes; collaborate effectively with staff, clients, and suppliers; provide good relationship management with clients; deliver timely and outstanding client satisfaction.
• Managed executive calendars, scheduling meetings and appointments and coordinating travel arrangements to optimize time.
• Maintained confidentiality with sensitive documents, ensuring proper storage and distribution as needed.
• Streamlined executive communication by managing emails, phone calls, and scheduling appointments.
• Processed travel expenses and reimbursements for executive team and senior management group.
• Organized and coordinated conferences and monthly meetings.
• Served as liaison between departments to facilitate effective communication throughout the company.
• Coordinated events for staff members, promoting team-building activities and boosting morale within the workplace.
• Provided professional administrative support during board meetings, including agenda preparation and minute-taking duties.
• Managed office inventory, tracking supplies and placing orders to ensure smooth daily operations.
• Delivered exceptional organizational support enabling executive focus on high-level strategic initiatives fostering company growth.
• Ensured smooth daily operations through consistent maintenance of office equipment, troubleshooting issues when necessary.
• Supported executives in decision-making processes by conducting research and presenting findings in clear formats.
• Used advanced software to prepare documents, reports, and presentations.
• Answered high volume of phone calls and email inquiries.
• Enhanced productivity by organizing travel arrangements and coordinating accommodations for executives.
• Contributed to budget management by monitoring expenses and providing detailed expenditure reports regularly.
• Screened calls and emails and responded accordingly to support executive correspondence.
• Proactively identified areas requiring attention or improvement aligning priorities effectively in line with executive preferences.
• Improved office efficiency by implementing new filing systems and document management processes.
• Prepared and edited presentations on behalf of executives for both internal meetings and external conferences.
• Transcribed meeting minutes to support sales, business development and senior management teams.
• Assisted in development of company policies and procedures, contributing to a more organized work environment.
• Collaborated on special projects to improve overall business operations within the organization efficiently.
• Developed strong relationships with vendors leading to improved contract terms resulting in cost savings for the company.
• Supported business and hospitality needs of corporate partners and staff during meetings and company events.
• Updated and maintained confidential databases and records.
• Enhanced attendee experience by meticulously planning and executing large-scale events.
• Liaised with clients to determine exact event requirements.
• Generated ideas to enhance and expand current event offerings.
• Oversaw event registration process by collecting and tracking attendee information.
• Coordinated transportation and parking arrangements for guests and vendors.
• Produced concept plans for high-profile corporate meetings and events.
• Monitored and controlled event expenditures to meet budgets.

Successfully launched and ran a scarf business. Sold scarves and accessories on Instagram and Whatsapp; marketed products at markets; offered personalized and corporate gifts; provided event management services.

Event Management

• Gathering information about the client's objectives, budget and preferences
• Providing advice about menus, decor and entertainment
• Creating a schedule of activities for staff to follow during events
• Communicating with vendors and suppliers
• Managing the event budget
• Handling problems that arise during the event
• Overseeing servers, kitchen staff, cleaning crews and other workers
• Ensuring the event complies with insurance, health and safety standards
• Developed and maintained strong relationships with clients, resulting in repeat business and referrals.
• Managed day-to-day business operations.
• Consulted with customers to assess needs and propose optimal solutions.
• Hired trained, and managed a high-performing team of employees dedicated to achieving company goals.
• Generated ideas to enhance and expand current event offerings.
• Produced detailed proposals for events to document timelines, suppliers and budgets.
• Coordinated florists, photographers, and musicians for events.
• Coordinated with kitchen or catering staff on delivery, timing and service style of food.
• Managed administrative logistics of events planning, event booking, and event promotions.
• Assembled creative and innovative event attractions based on internal capabilities.
• Delivered prompt payment for event vendors, venues, staff and transportation providers.
• Fulfilled contractual obligations for rehearsal and day of event coordination.
• Negotiated contracts with venues, vendors and suppliers to obtain best rates and services.
• Coordinated travel and accommodations for event attendees.
• Analyzed event costs to identify areas of improvement and cost savings.
• Evaluated existing plans, processes and events planning services to identify opportunities for improvement.

Scarf Business

• Built strong brand recognition and customer loyalty by delivering high-quality products and services consistently over time.
• Improved customer satisfaction with exceptional project management skills and timely delivery of products and services.
• Managed financial aspects of the business including budgeting, forecasting, cash flow management, and financial reporting.

Corporate Gifting

• Identifying the needs of clients and providing a unique offering
• Curated gift guides according to client budget requirements
• Partnered with local businesses to source unique products while supporting small enterprises within the community simultaneously.
• Collaborated with creative professionals, such as graphic designers and photographers, to produce visually appealing custom packaging designs that reflected each client''s brand identity.
• Conducted regular follow-ups with clients post-delivery to gather feedback and ensure satisfaction with their purchased gifts.
• Collaborated with vendors to negotiate discounted pricing for bulk orders, maximizing the value for clients.
• Organized and executed successful promotional events, driving brand awareness and attracting new clientele.
• Resolved any issues or concerns promptly, demonstrating professionalism and commitment to client satisfaction.

• Managed diary and travel bookings; processed claims and expenses; coordinated meetings; managed databases; took minutes; compiled and distributed board packs; coordinated functions and events; ensured budgets were maintained; maintained catering for functions and client meetings.
• Facilitated effective communication between executives and their direct reports through timely correspondence management.
• Prepared meeting agendas and materials to ensure productive discussions during board meetings or executive sessions.
• Oversaw office management tasks, including supply inventory, facilities maintenance, and vendor relations.
• Provided exceptional customer service when interacting with clients or vendors on behalf of the executive team.
• Volunteered to help with special projects of varying degrees of complexity.
• Promoted team productivity by keeping supplies organized and well-stocked.
• Answered high volume of phone calls and email inquiries.
• Created and managed office systems to efficiently deal with documentation.
• Upheld strict timetables by maintaining accurate, balanced calendars.
• Screened personal and business calls and directed to appropriate party.
• Took notes and dictation at meetings.
• Handled logistics, catering, agendas and travel arrangements for meeting and event planning for board of directors and management

• Managed diary and travel bookings; coordinated meetings; took minutes; processed claims and expenses; assisted with internal events and ad-hoc functions.
• Prepared meeting agendas and materials to ensure productive discussions during meetings or executive sessions.
• Diary management / Event management
• Travel bookings for both Directors
• Coordination of meetings and booking of relevant meeting rooms
• Minute taking
• Capturing weekly timesheets and verifying that projects are appropriately coded
• Processing of claims and expenses as well as Per Diem (allowance recons)
• Assist with internal events and ad-hoc functions
• Arranged catering and logistic planning

• Managed diary and travel bookings
• Coordinated meetings
• Processed travel and visa/passport documentation
• Processed claims and expenses

• Managed diary; planned and managed events; coordinated meetings; set up meeting rooms; arranged parking and catering; coordinated travel; processed invoices; maintained correspondence and filing; assisted with statutory documentation; co-ordinated conference calls; screened calls; managed office supplies and furniture; ensured building maintenance.
• Oversaw office management tasks, including supply inventory, facilities maintenance, and vendor relations.
• Liaised with internal departments and external partners, fostering strong professional relationships.
• Created and managed office systems to efficiently deal with documentation.
• Coordinated office events and meetings, ensuring timely execution and optimal scheduling for all participants.
• Coordinated special projects and managed schedules.
• Identified and communicated customer needs to supply chain capacity and quality teams.

• Took extensive minutes for various meetings; assisted with marketing division; followed up on action items; assisted with promotional material and communication.
• Created and updated records and files to maintain document compliance.
• Drafted agendas, recorded minutes and generated documents to facilitate meetings.
• Extensive Minute-taking for the following meetings:
• Board of Trustee Meetings
• Special Board of Trustee Meetings
• Finance Committee Meeting
• Audit Committee Meeting
• Marketing Committee Meeting
• Operations Committee Meeting
• Follow up on Action List and Matters Arising

• Managed diaries; allocated hours for International Strategic Planning Director; planned and managed events; coordinated meetings; set up meeting rooms; arranged travel and visa/passport documentation; processed claims and expenses; prepared travel packs; processed invoices; maintained correspondence and filing; assisted with statutory documentation; co-ordinated conference calls; screened calls.
• Oversaw office management tasks, including supply inventory, facilities maintenance, and vendor relations.
• Collaborated cross-functionally with various teams in order to drive successful completion of large-scale projects.
• Answered high volume of phone calls and email inquiries.
• Created and managed office systems to efficiently deal with documentation.
• Organized and coordinated conferences and monthly meetings.
• Processed travel expenses and reimbursements for executive team and senior management group.
• Streamlined executive communication by managing emails, phone calls, and scheduling appointments.
• Negotiated contracts with venues, vendors and suppliers to obtain best rates and services.
• Coordinated travel and accommodations for event attendees.
• Supported senior leadership by developing status reports on activities related to planning, scheduling, cancellation, inquiries, resourcing, risk mitigation, and proposal development for various events.
• Developed and distributed event surveys to gather feedback and assess event success.
• Oversaw event registration process by collecting and tracking attendee information.
• Coordinated transportation and parking arrangements for guests and vendors.

• Managed diaries; oversaw suppliers and invoices; managed office facilities; oversaw rental collection; arranged travel; worked on achieving corporate rates; processed invoices; maintained correspondence and filing; assisted with statutory documentation; co-ordinated conference calls; screened calls; managed office supplies and furniture; ensured building maintenance.

• Took extensive minutes for various meetings; followed up on action items.
• Worked well in team setting, providing support and guidance.
• Worked effectively in fast-paced environments.

Extensive Minute-taking for the following meetings:

• Board of Trustee Meetings
• Special Board of Trustee Meetings
• Finance Committee Meeting
• Audit Committee Meeting
• Marketing Committee Meeting
• Operations Committee Meeting
• Product Review Meeting
• Internal Executive Committee Meeting
• Annual General Meeting
• Follow up on Action List and Matters Arising