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Manager Front Office

Bangalore, Karnataka, India
7500 dirhams
January 17, 2019

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Marina Violet Dsouza

Executive Admin


Cell: 725-***-****

Qualification Summary

Skilled and dedicated Executive Admin with 20+ years of work experience in coordinating, organizing and supporting daily operational and administrative functions. Highly self-motivated with solid work ethics. Skilled at multi-tasking and maintaining a strong attention to detail. Employs professionalism and good communication skills to meet clients and company needs. Areas of expertise

Very good Organizational skills Outstanding in managing delegates/clients visits Excellent oral & written communication skills Ability to work under pressure and flexible Highly experienced in travel arrangements Attention to detail & deadlines and a team player Well experienced in organizing events Ultra-professional, loyal and responsible Maintains confidentially & business ethics

Professional Experience


Executive Assistant to Vice President

Nov 2015 - current Job (2 Years 7 months)

• Calendar management, scheduling and organizing meetings effectively with logistics

• Providing administrative support to the Business leader

• Attending into Staff meetings and various other meetings - noting minutes, sharing and bringing actions to closure

• One point of contact to executives, employees and clients

• Organizing, executing and assisting all team meetings & events with logistics (Staff meeting, employee all-hands meeting, quarterly on-sites/off-sites, family day, Technology talks and various other meeting).

• Creating regular reports, updating internal databases, preparing, editing presentations

• Handling company senior delegates and visitors which includes agenda planning, sending meeting invites, F&B and ground/air transport arrangements

• Collaborating with IT/HR/Finance/Operations teams for smooth running of the office

• End to end international travel arrangements - visa, ticket, hotel, transport, submitting expense report and obtaining approval

• Working on content for ppt., proof reading & publicizing events articles at websites/share-points

• Creating, editing and managing all distribution list for the business

• Supporting HR on-boarding of new hires and in exit process HEWLETT-PACKARD INDIA SOFTWARE OPERATIONS, Bangalore, India Executive Admin to Vice President

Jan 2009 - April 2014 (6 Years)

• Handle all routine & non-routine admin related support

• Calendar management – Plan, schedule meetings and appointments

• Prepare meeting agenda, working close with Managers, attend meetings, record action items & follow up to closure

• Prepare and edit correspondence, reports, and presentations

• Organize and maintain files and records

• Track credit card expenses, claim reimbursements, settle travel claims

• Interim approver for all requests on behalf of Manager related to travel, compensation, promotions, trainings, employee reimbursements, contracts, invoices etc.,

• End to end delegates/visitors’ management - agenda planning, schedule, facilitate meetings, ground transport, air tickets, room reservations, F&B etc.,

• Organize small and high-volume conferences, send invites, work with operations team for logistics, collate slides, handle rewards and recognitions, ensure attendance etc.,

• Organize events and volunteer for activities supporting HR, L&D and Facilities team

• Organize Annual day, Managers off-sites, birthday bash, fun events etc.,

• Receive, review and sort all incoming correspondences HEWLETT-PACKARD INDIA SOFTWARE OPERATIONS, Bangalore, India Senior Admin to General Manager

April 2002 - Dec 2009 (6 Years)

• Handle all routine & non-routine admin related support

• Calendar management: Manage, schedules, organize meetings and conferences

• Handle monthly resource billing on a WEB based tool SAP

• Coordinator for resource allocations for new hires – office space, desktop supplies etc.,

• Handle travel arrangements – visa, ticket, hotel, calling card, insurance, ground transport, settle expense reports

• Guide to employees in the company processes & tools for efficient/smooth operations

• End-to-end delegates/visitor management - air tickets, room reservations, agenda planning, sending meeting invites, ground transport, F&B

• Responsible for providing stationary, gifts purchase, birthday greetings etc.,

• Organize team off-site’s, road-shows, cultural programs, birthday bash etc., MPHASIS - BFL LTD., Bangalore, India

Secretary to General Manager

January 1999 - March 2002 (3 Years)

• Calendar management: Manage the day-to-day schedules, organize meetings and conferences

• Provide general administrative support to Business Leader

• Prepare various letters like experience letters, travel related letters, address proof letters etc.,

• Travel arrangements for employees in renewing passports, applying visa, arranging foreign exchange, preparing invitation letters, guidance on medical insurance etc.,

• Responsible for notice board display: company announcements, celebrations, recognitions, newsletters

• Liaison for onsite & offshore project management, plans, statements & amendments, company agreements

• Handle monthly billing for employees and provided various billing related reports

• Supporting Manager during management staff recruitment in resume screening, scheduling interviews and tracking status of candidates

• Handle international travel arrangements – visa, ticket, hotel, travel points, calling card, insurance, airport transfers and settle travel expenses

• Library management of business magazines & IT books MPHASIS - BFL LTD., Bangalore, India

Front Office Coordinator

December 1995 - December 1998 (3 Years)

• Responsible for front office and support functions area

• Supervision on cleanliness & maintenance around front office, floors & conference rooms

• Track visitors, manage the facility working with other assistants & handling supplies

• Handle shipments working with procurement team and tracking incoming & outgoing shipments & stock checking

• Support HR department in resume screening, scheduling interviews and new hires on-boarding

• Handle petty cash, maintain registers, & tracking day to day company expenses

• Dealing with posts & in-charge of incoming n outgoing couriers SEAHORSE SHIPPING & SHIPMANAGEMENT PVT. LTD., Bangalore, India Front Office & Finance Assistant

April 1993 - November 1995 (2 Years)

• Responsible for operation Telephone Board

• Greeting visitors & escorting to respective staff

• Responsible for preparing of Bill of Lading and correspondence letters

• Petty cash maintenance

• Maintained office supplies for employees

• Responsible for follow-up with consignees on delivery of the goods & vendor payments

• Maintained attendance register & tracking leaves WESTON ELECTRONICS PVT.LTD., Bangalore, India

Front Office Assistant

March 1991 - March 1993 (2 Years)

• Responsible for operation of Telephone board and transferring calls

• Welcoming visitors & providing admin support

• Up-keep of front office area

• Managing the service center, attending to customers and receiving service complaints

• Assigning technicians to customers and updating service record book Academic Chronicles

Course Institute From To

Plus 2 (Pre-University College) Christ College, Bangalore May 1989 June 1991 SSLC (Secondary school leaving certificate) Carmel Convent, Bangalore March 1988 April 1989 Additional Courses

Course Institute Month/Year

MS Office SSI Limited July 2001

Air ticketing course IATA August 1992

Personal details

Date of Birth 30-Aug-73 Religion Christian

Marital Status Single Languages English, Hindi, Kannada and Konkani Hobbies

Sports, Travelling, Cooking, socializing, music n dancing References (can provide more if required)

Ajay Gupta - General Manager, Hewlett Packard Co, Washington, USA email: Rajendra K - Facilities Manager, Hewlett Packard ISO Pvt. Ltd., BLR email: Vedavalli RS - QA Manager, Hewlett Packard ISO Pvt. Ltd., BLR email:

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