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Irina Fedotova, Business assistant /Executive Assistant
Irina Fedotova, Business assistant /Executive Assistant

Irina Fedotova

Business assistant /Executive Assistant·Clutch Luxury Concierge

United Arab Emirates

Bachelor's degree, Records Management

 

Work experience

Total years of experience: 16 years, 0 months

Business assistant /Executive Assistant

February 2025 - March 2026

Clutch Luxury Concierge

Dubai, United Arab Emirates

February 2025 - March 2026

• Developed and implemented SOPs to streamline daily operations and improve workflow efficiency
• Managed CRM systems, ensuring accurate and up-to-date records of clients, suppliers, and inventory
• Maintained inventory tracking systems and supported stock control and reporting accuracy
• Coordinated end-to-end logistics including sourcing luxury items, deliveries, scheduling, and quality checks
• Assisted in creative direction for product shoots, including styling concepts and content preparation
• Supported brand communication by preparing visual and marketing content for social media and campaigns
• Ensured luxury packaging standards and coordinated product presentation aligned with brand identity
• Provided executive support to the founder, including calendar management, scheduling, and task
coordination
• Assisted with personal luxury shopping and high-level errands for the founder
• Coordinated client experiences and group activities for VIP and brand-related engagements
Company industry:
Retail & Wholesale
Job role:
Beauty and Fashion

Senior Operations Coordinator

October 2024 - January 2025

Wear That- Chalhoub

Dubai, United Arab Emirates

October 2024 - January 2025

•Managed customer service operations across phone, email, and chat, ensuring timely and high-quality client support.
• Processed and reconciled 50+ invoices daily using Zoho, ensuring accuracy in pricing, discounts, and compliance with internal procedures
• Reviewed, verified, and finalized invoices to ensure correct documentation and timely financial processing
• Monitored client payments, processed payment links and transfers, and maintained accurate transaction records
• Implemented structured follow-up processes for overdue payments, improving collection efficiency through client coordination
• Resolved billing discrepancies and client disputes in collaboration with Customer Service, Finance, and Logistics teams
• Coordinated cross-functional workflows between customer support and logistics to ensure smooth order fulfillment, returns, and exchanges
• Maintained organized records of invoices, payments, and client communications for reporting and audit purposes
• Prepared weekly operational reports on invoicing, payments, and client service performance for senior management
• Escalated complex issues with recommended solutions to ensure resolution efficiency and client satisfaction
Company industry:
Fashion & Apparel
Job role:
Beauty and Fashion

Office Manager/Personal assistant

May 2023 - August 2024

East International Project Management Services

Dubai, United Arab Emirates

May 2023 - August 2024

• Managed daily office operations, ensuring smooth workflow, efficiency, and structured administrative processes
• Maintained organized filing systems for legal and corporate documents using Google Drive and SharePoint, ensuring accuracy, structured storage, and easy retrieval
• Oversaw office supplies and procurement processes, minimizing operational disruptions
• Supervised front desk operations and receptionist performance to ensure consistent service quality
• Managed executive calendar, scheduling internal/external meetings, events, cross-department coordination, and executive travel arrangements including flights, hotels, visas, and itineraries
• Supported recruitment activities including candidate screening, interview coordination, job description preparation, onboarding, and HR administrative support. was in charge ofn hiring
• Assisted in budget tracking, expense monitoring, and basic financial administration
• Coordinated with external vendors and service providers to ensure timely delivery of services
• Supported translation of legal and business documents with attention to accuracy and detail
Company industry:
Investment, Securities & Funds
Job role:
Administration

Customer Service Coordinator

April 2014 - May 2023

Majid Al Futaim Properties LLC. City Center Deira

Dubai, United Arab Emirates

I found this job using Bayt.com

April 2014 - May 2023

Delivered high-volume customer service, handling 200+ customers daily across phone, email, and in-person channels while maintaining high satisfaction levels
• Resolved customer inquiries, complaints, and service requests efficiently, ensuring timely and professional issue resolution
• Acted as a liaison between customers and internal departments, ensuring smooth communication and effective problem-solving
• Processed service requests, account changes, and billing inquiries with accuracy and attention to detail
• Maintained up-to-date knowledge of company products, services, and policies to provide accurate customer support
• Conducted proactive follow-ups to ensure complete resolution of customer issues and enhance service experience
• Documented all customer interactions and maintained accurate records in CRM systems
• Supported preparation of customer service reports and performance metrics for management review
• Contributed to process improvements and participated in training programs to enhance service quality
• Handled cash payments in line with company accounting procedures and compliance standards
• Prepared and maintained tenant contact databases for operational use
• Assisted with CRM systems to ensure efficient customer relationship management
• Recognized as Employee of the Month for outstanding performance (December 2016)
• Translated mall directory from English to Russian to improve accessibility for international customers
Company industry:
Other Business Support Services
Job role:
Customer Service and Call Center

Business development executive

July 2012 - October 2013

Tourist information web-site “Priehali.by”

Belarus

July 2012 - October 2013

Instrumental in the opening of a new start-up.
Responsibilities
• Prospected and cold-called to new customer base
• Composed business proposals letters
• Contributed to lead generation through advertisement authoring
• Scheduled demonstrations, presented proposals, and negotiated contracts
• Managed sales pursuit and business development activities
• Managed correspondence with customers and end-clients
• Participated to the creation of new website for tourists
• Handled billing
Achievements:
Created client data base
Established several contracts with a leading entertainment companies in Belarus
Company industry:
Hospitality & Accomodation
Job role:
Sales

Guest Service Officer

May 2011 - April 2012

Cunard Line Carnival House

United Kingdom

May 2011 - April 2012

Provided superior customer service for Queen Mary 2 guests to ensure that they received the most exclusive and positive experience
Responsibilities
• Managed the Guest Relations
• Answered inquiries pertaining to Guest Relations services and general information
• Responded to guest concerns in a considerate, professional, and positive manner by showing empathy and actively listening
• Took ownership of guest concerns, by following-up and ensuring complaints are
resolved to the guest’s satisfaction
• Acquired and maintained knowledge of all the ship’s facilities and regular events/ functions
Company industry:
Hospitality & Accomodation
Job role:
Customer Service and Call Center

Administrative assistant (document controller)

August 2009 - May 2011

SOOO "Novaya SUPRA" P&G Distributor

Belarus

August 2009 - May 2011

Performed administrative and clerical functions including managing calendars, screening calls, and organizing and filing payroll documentation
Responsibilities
• Provided administrative support to staff members.
• Produced executive-level correspondence and disseminate across the practice.
• Provided support to the office by mail processing, correspondence and client interface.
• Developed technical proficiency in operating multiline phone system, copiers, printers, fax machines, computers and software including MS Word, Excel, PowerPoint
• Developed and maintained administrative process to achieve organizational objectives as well as to improve accuracy and efficiency.
Achievements
Assisted in implementation Lotus Notes system in order to enhance workflow of
the organization.
Company industry:
Retail & Wholesale
Job role:
Administration

Education

The Belarusian State University

August 2009

August 2009

Bachelor's degree, Records Management

Belarus

Bachelor's degree in Records Management, Faculty of History, The Belarusian State University, Minsk, Belarus, 2009 Records and information management, is an organizational function devoted to the management of information in an organization throughout its life cycle, from the time of creation or inscription to its eventual disposition. This includes identifying, classifying, storing, securing, retrieving, tracking and destroying or permanently preserving records.

Skills

MS Office (Outlook, Word, Power point, Excel)

Intermediate

Office Administration

Intermediate

Operations Management

Expert

Records Management

Intermediate

Customer Relationship Management

Expert

Reports Preparation & Filing

Intermediate

Photography

Expert

Human Resources

Expert

Office Management

Expert

Customer Service

Expert

Microsoft Office XP

Expert

Excellent customer service

Expert

Time Management

Intermediate

Project Coordination

Beginner

Business Management

Beginner

Recruiting

Beginner

Selection

Beginner

New Business Development

Intermediate

Contract Negotiation

Intermediate

Adobe Photoshop

Intermediate

Lightroom

Beginner

logistic

Beginner

Invoicing

Beginner

Personal Shopping

Beginner

Zoho

Beginner

Luxury Goods

Beginner

Human Resources

Expert

Office Management

Expert

Customer Service

Expert

Microsoft Office XP

Expert

Document Writing

Expert

Social profiles

Languages

English

Expert

Russian

Native Speaker

Trainings and Certifications

Certifications

Managing Project Risks and Changes

Feb 2017

Budgeting and Scheduling Projects

Mar 2017

Initiating and Planning Projects

Dec 2016

Managing employee performance

Jan 2019

Digital photo retouch (School Zoom, digital content)

Mar 2021

Recruiting, Hiring, and Onboarding Employees

Apr 2018

Preparing to Manage Human Resources

Apr 2018

Microsoft Excel Intermediate

May 2016

Microsoft Excel - Beginners

Mar 2016

Trainings

Human Resources Management

Nadia Training Institute

May 2015

Hobbies and interests

Photography

I was able to arrange couple of projects, gathered a team and be published in couple of magazines. My work was published in magazines such as: The Victor Magazine, ScorpioJin Magazine, Vigour (Cover story), Gmaro, Luxia, OFFTOWN, Penida magazine, Vous magazine (cover story), Eclair. https://kavyar.com/irinafedotova https://www.instagram.com/if.cameragirl/?hl=en