Executive Assistant
Resume:
TANYA D’SOUZA
***, **** ******, * ****, Sector - 7, Airoli, Navi Mumbai 400 708 (R) 022-******** (M) 750-***-**** **************@*****.**.**
EXECUTIVE ASSISTANT
10+ years of experience. Total experience of 10+years Proven track record of performance and excellence
PROFESSIONAL EXPERIENCE
FIS Payment Solutions and Services India Pvt. Ltd.(15th October,2013 – till date) Designation: Executive Assistant to EVP & Group MD B& P- APAC Work Profile:
Taking care of MD’s work both official and personal. Official work includes the below
o Reading mails, reminding him on which not answered and reverting on his mails when he is traveling.
o Calendar management. Setting up meetings – both internal and external and accordingly sending across the calendar invite
o Following up with the people to revert on things that he needs. o Scheduling meetings internal and external as needed. o Taking care of his domestic travel
o Taking care of his stay and car in India
o Leave approval and any other approval as instructed o Any other work as instructed by the MD
o Coordinating with the GM’s for the reports needed by the MD
Taking care of India MD work
o Calendar management. Setting up meetings – both internal and external and accordingly sending across the calendar invite
o Following up w.r.t. Data needed by him or any work given by him to other o Preparing T & E and cash voucher
o Scheduling meetings internal and external as needed. o Taking care of his domestic travel (Ticket, Car & Hotel ) o Taking care of his international travel (Ticket, Car, Hotel, Visa, Forex, Insurance ) o Leave approval and any other approval as instructed o Any other work as instructed by the MD
Taking care of GM’s work
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There are 5 GM’s and I take care of their entire travel requirement i.e. International and domestic travel.Also, take care of cash voucher and expense statement. Schedule meetings as and when needed.
Am responsible for hiring of car for company work and ensure only those who are entitled get it. Also, approve car on deviation.
Responsible for Diwali corporate gifts for clients and New Year Diaries for employees and clients. Ensure that the both are delivered as well.
Taking care of Admin activities like ordering stationery, cartridges, etc.
Arrangement of card, bouquet and gif with a stipulated budget for Farewells. Arrangement of cake for Birthday’s and anniversary.
Taking care of visitors arrangement which includes hotel booking, car booking, Also, taking care of logistics along with lunch for them, allocation of a cabin,etc.
Preparing covering letter and invite letter as and when needed.
Arranging offsite and any other work as instructed by boss Novartis HealthCare Private Ltd (21st January, 2011 – 31st July, 2012) Designation: Administrative Assistant –to Head –Site Services & Head -Site Affairs Work Profile:
Taking care of Admin activities like ordering stationery, seating arrangement of new joinees, updation of contact list, birthday cards for all R&D associates, meeting room arrangement and booking, etc.
Taking care of pool car of the company, booking of servicing as when needed. Ensuring that the car is always clean and utilized only for official work.
Arrangement of card, gift, bouquet and small get together with a stipulated budget for Farewells. Arrangement of card and cake for Birthday’s.
Taking care of visitors arrangement which includes hotel booking, car booking, Also, taking care of logistics along with lunch for them, allocation of a cabin,etc.
Assisting in preparation of Project Sheet and CAR(Capital Approval Request) for the R& D team
Overlooking of all documents that comes for the Head Site Affairs GPD approval.
Preparing presentation for the Head Site Affairs GPD approval. 3 of 6
Taking care of all travel arrangement for all R& D associates for their Domestic and International travel namely ticket, visa, insurance, Matrix Phone, Hotel. PREVIOUS ORGANIZATIONS
A.D. Plast Pvt. Ltd. (3rd August, 2009 – 20th January, 2011) Designation : Executive Assistant to the Management Work Profile:
Worked as the Executive Assistant to the Managing Director of A. D Plast and take care of calendar and meeting schedules.
Have successfully set up a centralized travel desk and also in-charge of travel domestic and international arrangements of all the employees including hotel booking, visa arrangements, foreign exchange, passport renewal, travel reimbursements, etc. Also, take care of the attendance system in the company. Am also checking and clearing the respective bills.
Have streamlined the attendance and leave system in the company and am solely responsible for the same. Am the timekeeper and ensure that all the leaves are taken as per policy, in case of any discrepancy have resolved the same.
In charge of organizing any event / conferences for the company.
Taking care of a bit of administration activities.
Scheduling agenda for the meetings. Taking down minutes of the meeting.
Take care of the Public relations of the company as a one point of contact for our PR Company.
Preparing SOP's for Travel requests of employees.
Coordinating for the EMV trainings to be held by the company.
To ensure the decorum of the office is maintained especially in the absence of the management.
Am taking care of administrative work like stationery and keeping stock and ordering whenever needed. Also taking care of courier of the company.
Am also taking care of Medical Reimbursement, travel reimbursement and LTA for all the employees in the company.
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i-flex Solutions Ltd. (May, 2005 – July 2009)
Designation: Assistant Manager
Work Profile:
Managing office and travel related data in a centralized travel set up in Mumbai for offices spread across India. Managing International & domestic travel for Senior Management in the Company that includes the CEO, Presidents and Vice Presidents.
Arranging car pick up / airport transfers for employees travelling international sector and domestic sectors. Managing all arrangements with regard to International travel including arrangements Visas, Foreign Exchange, Insurance.
In-charge of the Admin Guest House and check on occupancy daily . Checking guest house feedback form and personally checking with employee if a low rating is given and bringing it to the notice of the person handling guest house maintenance.
Liasioning with vendors for international and domestic travel fares and obtaining for competitive rates. Counterchecking with vendors for bills and managing, clearing of International and domestic bills.
Following up with the airlines and travel agents for seat confirmation at the lowest fare. Checking the fare workings given by vendors and verifying the fares with our corporate deals and any special fare available in the market.
Gathering itineraries for group travel from all locations and budgeting expenses for each group as per Company policies. Approving the most economical itinerary which matches the business requirement in the travel system
Meeting up senior management and obtaining feedback and working on their suggestions.
Monitoring the performance of the implants and updating their business heads on their performance based on their Service level indicators.
Interacting with various support groups (i.e. visa office, finance department) within the organization.
Have inducted / trained people in travel based on which they are now able to handle travel independently.
Familiar with MS Office, MS Outlook, as data compilation for travel is also handled. 5 of 6
Have performed under pressure and built good rapport with the seniors within and outside the team. i-flex Solutions Ltd. (April, 2004 – 30th April,2005) Designation: Receptionist
Work Profile:
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Handled the reception at two offices i.e Seepz & JB Nagar location independently.
Organize conferences & lunches for corporate international clients.
Organize teleconferences with international clients. Have successfully handled 16 party conferences.
Ensure proper functioning of communication infrastructure.
Manage auxiliary HR/Admin Activities like birthday initiatives, medical kit maintenance, printing of visiting cards, cakes, etc.
Worked on the call billing software independently.
Done General Admin Work like procurement of crockery, Samay when needed.
Checked and cleared bills.
Maintained EPABX.
Managed the private dialing facility and ensured process in place for tracking usage of calls made through this mode.
HONOURS & ACTIVITIES
Acknowledged as an efficient performer and subsequently promoted in the Travel Department in i-flex Solutions Ltd.
Flawless Execution for the month of May in Novartis Healthcare Pvt. Ltd. EDUCATION
T.Y.Bcom from Mumbai University in 2004
H.S.C from Mumbai University in 2000-01
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S.S.C from Mumbai University in 1998-99
PERSONAL DETAILS
Date of Birth : 15-03-1983
Marital status : Married
Languages known : English, Hindi, Marathi and Konkani Nationality : Indian.
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