ALPANA CHAUHAN

+91-099********/998-***-**** https://in.linkedin.com/pub/alpana-chauhan acqfxl@r.postjobfree.com

Executive Assistant with over 14 years of experience supporting C-level and high-profile executives in a variety of industries including Oil and Gas, Pharmaceutical, Real Estate, Logistics and Exports. Adapt at anticipating needs, working proactively and independently. Proven ability to plan and manage Office Administration, complex logistics, confidential correspondence, events, travel arrangements and expenses with the highest level of discretion. Strong ability to liaise with high profile executives along with exceptional organizational, project management, and problem solving skills. Easily develops and maintains effective relationships with clients and co-workers; sensitive to diversity and adaptive to various personalities and management styles

I am proficient in MS Office, Lotus Notes with a working knowledge of much more!

PROFESSIONAL EXPERIENCE

SOPARIWALA EXPORTS PVT. LTD, Export Company in Tobacco Industry as well as Retail Business

Property Manager cum Executive Assistant to MD/VP July 2012 to till date

Dealing with all Commercial properties for the Marketing for leasing and purchasing, Tendering, Analysis report, Meeting with the clients etc.

Preparing weekly market reports submitted by the Sales force and Analysis of distribution Penetration of stock tracking sales and promotions and maintaining Order Book of Sales. Generating Sales reports

Updates job knowledge by participating in reading professional publications; maintaining personal networks; participating in professional organizations, Seminar and Tender bids.

Provide high level secretarial and administrative support to MD/VP and Legal Team

Prepare correspondence, managing dairy for MD, spreadsheet (Excel), MIS report in spread sheet, Power Point presentation, memos, invoicing, Legal documents, conduct research on patent documents, organize data, travel & hotel booking, maintaining files & records, handle redirect calls and checking boss emails, meeting clients.

Making a document of Property Litigation matter (Affidavit, MOU, POA, Leave & License Agreement, Sales Deed etc.)

Taking care of Boss personal expenses bills and gifts arrangement.

SIDDHI VINAYAK LOGISTIC LTD, SVLL specializes in road transportation.

Office Manager/Executive Assistant January 2010 to October 2011

Managing administrative functions while ensuring optimum and effective utilisation of funds.

Identifying reputed agencies for rendering House Keeping and Security services involving evaluation, negotiation and finalization of the agency best suited to the organization’s requirement.

Rendering support regarding travel and ticketing for Domestic and International travel.

Manage the Recruitment and completing joining formalities of new joiners and orientation.

Plan and coordinate office lease renewals, office renovation, new office setup and Event management. Dealing with contractors and architects.

Manage Vendors, billing and payment collection process and operations with respective account departments with the client as well as support services such as cabs, couriers, vending machines, water, repairs and ensure workstation arrangements/storage allocation /Keys/ Extension & printing of visiting cads/ access cards

Rendered assistance to Director in day to day operations of the office.

Managing Accounts of the vendor in terms of Payments

LEIGHTON CONTRACTORS INDIA PVT.LTD, Oil and Gas, Construction and Project Developers Company of Australia and second largest Construction Firm of Asia and the Gulf region

Document Controller/Executive Secretary /Admin Manager May 2005 to April 2009

Proper maintenance of Documents for Tender & Business Development, along with all incoming documents, checks the accuracy of the transmittal notice and then record the information in the document register. ACONEX (Online information management solution).

Identify the respective internal and external recipients for all incoming documentation, make clear and legible copies and issue as required transmittal notice. Generate monthly and weekly report.

Preparing Documents as required for Pre-Qualification, Proposal Tender Documents etc.

Upon completion of the project and in conjunction with the project and commercial departments properly archive project documents as instructed.

Preparing of Tender related presentation in MS power point and project related schedule in MS project.

Reporting to Directors (EXPATS).Manage incoming calls to the Director office - internally and externally with employees, customers and partners.

Be responsible for coordination with all project team members including the Client, Architect, Engineer, Subcontractors, Project Managers and Field Personnel to communicate and coordinate project schedules, submittals, drawings and contractual documents.

Be responsible for diary management, requiring interaction with both internal and external Management and executives, as well as consultants, to coordinate executive meetings both on-site and off-site on conference call. Coordinating for all the administration work like stationery, rental cars, flowers and corporate gifts, Travel Agent and Five Stars Hotel ties-up for corporate along with Rental Apartment.

Preparation of Project reports, Visa arrangement, Personal reimbursement form, board meeting arrangement & materials, PowerPoint presentations for Quarterly Board Meeting/ Senior Executive Meeting and Updating Organization Chart.

Assistance with printing /filing of all tender documents and entry of timesheets into our systems.

Event management like New joining welcome party, Christmas party and Team building meetings, overseeing the arrangement of material for meetings with staff and clients.

Building in-house professional inter-personal relations and cordial communication with heads and executives of Grading, Operations and Finance.

Carried out Employee Engagement activities in office and also PAN India level with HR policies.

Compensation & Benefits

Training & Development

Performance Appraisal

Travel to state and abroad for Tendering / pricing / presentations

BASF INDIA LTD (Master Builders Technology Pvt. Ltd), Indian construction Industry- Powder and resin products.

Secretary cum Front Office Executive June 2001 to May 2005

Reporting to GM, Calendar management, correspondence, MIS report in excel sheet, travel coordination, Invitation letter, Visa Letter, preparation presentation and filing

Responsible for answering the phone and directing clients to the appropriate team member in a courteous and efficient manner

Greeted clients in the office in a professional and pleasant way

Responsible for keeping the general appearance of the office clean and organized

Provide all the secretarial duties for the Two Senior Managers

BSEL INFORMATION SYSTEMS LTD, IT Company – Manufacturers & Exporters of SOFTWARE .

Executive Secretary May to 2000 to May 2001

WOCKHARDT LTD, Global pharmaceutical and biotechnology Company are providing affordable, high-quality medicines for a healthier world. It is India’s leading research-based global healthcare enterprise with relevance in the fields of Pharmaceuticals, Biotechnology and a chain of advanced Super Specialty Hospitals.

Secretary November 1998 to March 2000

KALINDEE RAIL NIRMAN ENGINEERS LTD., "KALINDEE" today stand as Premier and Trusted agency in execution of Railway Track, Signaling & Telecommunication projects on turnkey basis.

Executive Secretary August 1997 to August 1998

EDUCATION AND PROFESSIONAL CREDENTIALS

Post Graduation Diploma in Sales & Marketing from All India Institutes of Management Studies.

Diploma in Secretarial practice as well as Telephone Operating.

Advanced Proficiency MS office, Outlook Express, Lotus Notes, Acrobat Reader, AutoCAD 12 and ERP system – Microsoft Business solution – Axapta Version 3 and ACONEX (Online information management solution).

TRAININGS

Undergone Managerial Competencies for Secretaries training program from Bombay Management Association

Undergone internal training program for Business Communication skill, advanced excel and enhancing behavioral skill.

Internal training on ISO 9001 – 2000 and Fire Fighting and First Aid.

ACHIEVEMENTS

Organized a Seminars, Christmas Party, Exhibitions, Product Promotion and Corporate parties from 2009 to Dec 2011.

Christmas Party & New Year Event at Retreat Hotel Gorai Beach on Dec 2008

In house Team Building program for staff at Aamby Valley City

A Cricket Match between Leighton India and ONGC staffs on 12th Oct 2008

A Workshop for Management staffs at Taj Lands End on 13th & 14th June 2008

Christmas Party & New Year Event at Aamby Valley City at reasonable rates in Dec 2007

New Year Event at Cruise at “STAR LIBRA” at competitive rate on Dec 2006.

Open Day at Hotel Grand Hyatt at Santa Cruz on December 02, 2006

Exhibition Stall of Oil & Gas at Pragati Maidan, Delhi for Petrotech 2007

In house Cricket Match between Oil & Gas and Building division on 8th Feb and 23rd Sept 2007

Exhibition Stall of Oil & Gas at Taj Lands End on 4th & 5th Sept 2006

PERSONAL INFORMATION

Marital Status : Single

Nationality : Indian

Passport No : L 2451946

Date of Birth : 3rd Jan 1969

Religion : Punjabi

Languages Known : English, Hindi, Marathi

Contact this candidate