RAHILA SHAFIQ
Events Coordinator
Dubai
Summary
A dynamic professional with nearly 10 years of event/project management and administrative experience working with major multinational companies in the Middle East. Able to prioritize event planning and work with sales and marketing teams to achieve goals.
An effective communicator with excellent relationship building and interpersonal skills; strong analytical, problem solving and organizational skills.
Overview
20
20
years of professional experience
1
1
Language
Work History
Events Coordinator- Gulf
Novartis – Pharma‐ Middle East FZE
08.2014 - Current
- Support smooth, well-organized, and successful execution of local and international congresses/preceptorships ,product launch and round table discussion for IHDR/Neuroscience/Opthalmology/CRM and Gene Therapy franchise.
- Organize and execute planning and logistics for annual sales/marketing and kick-off/cycle meetings.
- Negotiate agreements and organize logistics for events.
- Facilitate on-site event registration and support for internal and external events.
- Adjust and reconcile processes according to new compliance SOPs.
- Assume full responsibility for organizing event. This includes obtaining hotel quotes, negotiating, booking business travel for physicians, creating purchase orders, tracking post-event invoices, and payments.
- Support cross-functional teams including Sales, Marketing, Communications, Accounting, and Quality.
- Establish and maintain solid relationships with vendors and hotels.
- Work closely with Procurement to select correct vendor for all events.
- Create and manage vendor profiles, including HCPs and third party vendors on ARIBA / SRM system.
- Work closely with the TPRM team to evaluate vendor risk assessments and support due diligence processes.
- Use critical thinking to break down problems, evaluate solutions and make decisions.
- Coordinated cross-functional teams, resulting in seamless project execution and enhanced outcomes.
- Improved team productivity with regular communication and progress updates, fostering a collaborative work environment.
- Prioritized and managed multiple projects simultaneously, ensuring all met their deadlines and objectives without compromising quality.
- Acted as an ERC Champion, supporting ethics and compliance initiatives to enhance corporate integrity and awareness.
- Contributed to key initiatives, including the Doing Business Ethically Launch, ERC live Kitchen, and the Novartis Events BeSure Guide.
Office Manager / Executive Assistant
Bray Controls M.E FZE.
06.2012 - 07.2014
- Responsible for UAE sales, handling inquiries and preparing quotes depending on knowledge of competitor capabilities and customer requirements.
- Organizing meetings for management team and senior leadership team.
- Travel and hotel arrangements for management team internationally and locally,
- Building network with hotels from 3* to 7* as well as hotel apartments in UAE and Middle East to take advantage of corporate rates and seasonal special offers.
- Coordinate, organize and execute exhibitions and conferences for media and promotion.
- Manage complex travel and schedules.
- Contacting suppliers for office equipment, printer cartridges and office supplies, kitchen equipment and supplies to negotiate the best deal.
- Responsible for all JAFZA related tasks, i.e., renewal of office leases and licenses, visa applications, visa cancellations, application letters and other public relations duties.
- Responsible for applying for and renewing office insurance, liability insurance, workers compensation insurance, travel, and medical insurance.
Project Coordinator
Tyco Valves and Controls M.E
01.2011 - 06.2012
- Responsible for the execution of the project orders upon receipt of the customer's order to ensure timely delivery and meet all requirements of the customer.
- Review purchase order and inquiry documents prior to delivery to customer.
- Responsible for requesting and processing required bank guarantees.
- Initiate and coordinate kick-off meetings with customers during the course of a project order.
- Preparing and managing project documentation in accordance with prescribed guidelines.
- Finalizing documentation and conducting payment tracking to ensure full payment for the contract.
- Ensuring the application of company's quality and HSE management system in meeting customer's quality requirements.
- Preparing monthly reports to analyze performance of the project execution team and forecast report for invoicing, which is a continuous improvement measure.
- Handling spare parts requests and preparing quotations depending on knowledge of competitors' capabilities and customer requirements.
- Led some of the major projects independently with EPC's & end users such as - CBI Eastern Anstalt, Mc- Dermott, Petreco, NPCC - ENPPI - GALFAR - Toledo Electrical & Mechanical Works Est. -Petrofac -ADCO -GASCO- Descon Engineering, Emerson and others.
Document Controller
Tyco Valves and Controls M.E ( Pentair )
01.2009 - 12.2010
- Proofread filenames, titles and submittal details to streamline submittal and avoid rejection.
- Provided support for document controls and worked with contract documents.
- Managed technical documentation flow of engineering, project management and construction activities.
- Enforced use of standardized forms and templates to achieve uniformity of communications across departments and functions.
- Carefully reviewed all documents and reports for completeness and accuracy.
- Established and managed document distribution matrix and document control register.
- Coordinated document exchange between departments, contractors, suppliers and customers.
- Scanned, filed and transmitted various documents and adhered to digital filing procedures.
Document Controller
Weatherford, M.E
06.2007 - 10.2008
- Proficient in the use of personal computer, and be familiar with MS Word and MS Excel software package.
- To perform all office routine works. Drafting letters, sending faxes, document transmittal and to prepare invoices & documents delivered to the Authorities for approval.
- Submitting documents to customer, which includes (Drawings, QA Plans, IOM's, Data sheets etc.) for their review and approval.
- Filing and keeping track of day-to-day papers to be submitted to the Projects Supervisor.
Assistant
Pegasus General Trading, Al Serkal Group
11.2006 - 04.2007
- My work here was to handle switchboard, greet people, preparing, maintaining documents and office files. I also kept a check over all the incoming and outgoing cheques, and Invoices.
Receptionist/Office Assistant
Safi Training Institute
06.2006 - 08.2006
- My work here involved greeting new people, answering calls, maintaining files and records, follow up with students, preparing work sheets using MS Office.
Secretary
New Line Trading
06.2005 - 08.2005
- My work here involved handling daily calls and making extensions, making reports and keeping a record for all the customers and their demands. Apart from that my main job was to promote company's name.
Education
BBA - Business Administration
PIMSAT University
PakistanHigh School Diploma -
Private Institution
Dubai 04.2001 -
S.S.C - Computer Science
Pakistan Islamia Higher Secondary School
SharjahMBA - Marketing
Wrexham University
United Kingdom 04.2001 -
Skills
Data base system, SRM, SAP ,E‐shop and ARIBA
Ability of quick grasping of new systems or software
Capable of multi‐tasking
Ability to work under pressure
Possess good organizational, interpersonal and team work skills
Ability to achieve success through teamwork
Strong work ethic and maintain professionalism at all times
Planning, Organizing and Coordinating Competencies
Current events understanding
Travel and Blogging
I like to blog about food, create recipes, make cooking videos and write food reviews.
I like to plan annual trips to different countries to learn about new cultures.
Accomplishments
- Executed over 300 events in 10 Years.
- Executed 7 cycle meetings with over 200 attendees.
- Executed 9 major product launch events.
- Earned Collaboration Award in 2017.
- Earned Performance and Quality Award in 2018.
- Trained and mentored over 3 events planning associates.
Affiliations
- Member of Project Management Institute
Timeline
Events Coordinator- Gulf
Novartis – Pharma‐ Middle East FZE
08.2014 - Current
Office Manager / Executive Assistant
Bray Controls M.E FZE.
06.2012 - 07.2014
Project Coordinator
Tyco Valves and Controls M.E
01.2011 - 06.2012
Document Controller
Tyco Valves and Controls M.E ( Pentair )
01.2009 - 12.2010
Document Controller
Weatherford, M.E
06.2007 - 10.2008
Assistant
Pegasus General Trading, Al Serkal Group
11.2006 - 04.2007
Receptionist/Office Assistant
Safi Training Institute
06.2006 - 08.2006
Secretary
New Line Trading
06.2005 - 08.2005
High School Diploma -
Private Institution
04.2001 -
MBA - Marketing
Wrexham University
04.2001 -
BBA - Business Administration
PIMSAT University
S.S.C - Computer Science
Pakistan Islamia Higher Secondary School
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