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Executive Secretary

Chennai, Tamil Nadu, India
March 14, 2018

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Vijaya Venkatesh

New No.*** Big Street

Chennai 600 005

Mobile : +91 960*******

Email :

Educational Qualification : B. A., Eng. Litt. – Bharathidasan University (Regular).

Technical Qualifications :

Typewriting / Shorthand English - Higher Grade.

Certificate course on MS Office (Word, Excel, Power Point & Access) work experience Tally 9.0, ERP – Purchase Module (Indent to Purchase Order), SAP – Invoicing, Lotus Notes, Outlook.

Resume Title : Executive Secretary / Office Manager

Having good experience in the field, looking after calendar, mails, conference calls, appointments, travel arrangements, maintaining confidentiality

Previous Employments :

Worked as Assistant Manager - Office in-charge at The Indo-Italian Chamber of Commerce and Industry since April 2015 to 31st October 2016. (Relocated to Bangalore).

Incharge of the Chennai Regional Office, coordinating with Members (Corporate / Gold and Platinum Members) . Correspondence with Regional Committee Members for Committee Meeting and prepare minutes of the same.

Responsible for AMCs / Office Insurance and admin activitites.

Handling petty cash and Bank Accounts. Organizing Seminar / co-ordination for projects on behalf of the Chamber.

Assit our members in business negotiations with our professional team of interpreters, who are fluent in interpreting from Italian to English and vice versa.

Co-ordination for Translation from English-Italian Italian-English Language. Admin support to Italian / German classes conducted by the Chamber.

Reporting to Head Office on accounts/attendance - weekly/monthly basis.

Travel arrangement - Visa processing – US/UK/Australia and Schengen – overseas insurance, travel reimbursements for Top management.

Worked as Senior Executive Secretary to President at Scope

e-Knowledge Centre Pvt Ltd., (October 2014 – March 2015)

Taking care of President’s Office, attending visitors/telephone calls - maintaining his calendar, personal files (credit cards, insurance mobile/telephone, membership and other payments) - Petty Cash maintenance of President’s Office.

Maintaining Confidential Files – Client File (NDA/MSA) / Personnel files of Senior Management and Senior Managers.

Looking after Overseas / Domestic Travel arrangements – Visa, Ticket, Overseas Insurance, Accommodation and Foreign Exchange (co-ordinate with Finance Department), organizing Airport pickup and drop - Top Management and middle management whoever is travelling on behalf of the Company.

Travel Reimbursement - preparing travel statement for President, CFO and Sr. VP – Sales & Marketing and forward to Finance Department.

Looking after Board Room for meetings and co-ordinate with all Departmental heads and meeting participants.

Arrangements for Board Meetings.

Organizing Lunch for Client visits / participants.

Previous Employments:

Worked as Office Manager & Executive Secretary in M/s. Sridhar & Associates - dealers of 3M Glass and wall decorative products (Interior decorators for office – frosted film) - March 2011 to October 2014.

Handling petty Cash.

Responsible for payment of AMC’s, Group Insurance, telephone bills, mobile bills, Electricity & Maintenance.

Travelling Arrangement and Travel reimbursements of officers.

Preparing quotation, follow-up for payments.

Reconciliation of Bank statements / accounts and forward the same to the person concerned / head office on appropriate time.

Looking after mails, handling telephone calls & calendar of MD.

Worked as a Senior Secretary to the Chief Representative – India of Hatton National Bank (Colombo Based No.1 Private Sector Bank) since June 2005 to February 2011.

Banking Industry – basically a liaison Office - Follow-up LCs coming out of Sri Lanka as well as India (only presence in India), Import Bills, Correspondent Relationship with Indian Banks, Remittance Arrangements with City Union Bank Ltd., South Indian Bank and HDFC Bank. Nostro account with SCB and IOB.

Taking care of visitors from Head Office – Training programmes for our Head Office Officers, Visit of MD - Travel arrangements, hotel booking Airport pickup- and drop. Arrangement for Internal and Other Banks meeting, preparing payment statements for travel and getting reimbursement from HO.

Taking care of Front Office - taking down dictations, looking after calendar and emails of Chief Rep., and reply when appropriate, maintaining confidentiality, handling petty cash, travel statements, AMCs, Insurances (Group and Personal), Telephone, Mobile EB Bills and Maintenance, reconciliation of bank statements.

Worked as Executive Secretary to Executive Director of Indian Terrian Clothing Pvt. Ltd., Chennai – Jan 2005 – June 2005.

Leading menswear brand in premium segment (with international style and design, which is a division of Celebrity Fashions –India’s premium manufacturer of garments.

Worked as Personal Assistant to Director (Commercial) of Vanavil Dyes and Chemicals Ltd., Chennai, (Clariant AG) - June 1993 to September 2004.

The Company is basically into manufacture of Dyes and Dye Intermediates having its factory in Cuddalore, Corporate office in Chennai and branch office in Ahmedabad, Bombay, Delhi, Kanpur, Tirupur & Pondicherry.

Job responsibilities :

Taking down dictations.

Looking after Director’s email (Lotus Notes) and inform him while he is on tour.

Self correspondence, answering all telephone calls pertaining to Director and transfer if it is appropriate.

Co-ordinate with all branches, Head Office & departmental heads (HR, Operations, Quality Control, Purchase, Logistics and Sales) for receiving the reports on time.

Maintaining Client, Customer relationship.

Looking after his travel arrangements, Visa, hotel bookings and preparing statement on monthly basis for his travel and forward to Accts. Department for payment of the same.

Also worked as a Confidential Secretary to MD as an additional Portfolio.

Looking after his mail, sorting of letters, preparing circulars internal memos and maintaining high confidential matters and correspondence with HR.

Arrangements for Board Meetings. (Board of directors’ travel and accommodation).

Arrangements for Overseas Visitors for their stay and Factory Visit.


D/O/B : 07/06/1971

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