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Executive Assistant Sales

Gurgaon, Haryana, India
March 09, 2019

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Ghazal Kukreja

Sohna Road, Sector – **, Gurgaon, Haryana-122018 • E-mail: • Mobile – 991******* Areas of Expertise

• Product Development • Market Share analysis • Cost control/Reduction • Vendor Selection/Management • P & L Accountability • General Administrative Management • Strategic Planning • Enterprise content management Professional Profile

Business driven with strong financial acumen, having robust & business focused approach to run a company. Proactive communicator with ability to influence senior management, establish and maintain collaborative partnerships. Ability to architect and drive change and ability to lead in a global-matrixed environment. Competency mapping, expertise in entire gamut of Admin and HR activities. A multi- tasker with the ability to wear many hats in a fast-paced environment. Ability to travel as necessary, to support sales promotional activities and represent in conferences and seminars.

Employment History & Professional Experience

Feb 2014 – Present, Asst. Manager & Secretary to Business Head, M/s Jaquar & Co. Pvt Ltd, is an Indian manufacturer of bath fittings and plumbing products. The group is known for its complete bathing solutions & it also provides showers, shower enclosures, sanitary ware, flushing systems, wellness products, concealed cisterns, water heaters, and lighting solutions.

• Management Support Systems - To combine data from internal and external sources to enable BH for Strategic development of ideas, proposals, systems and processes for successful implementation of organizational strategy and business development plans.

• Liasion & Support Function- Serve as a proactive Liasion to communicate pertinent information between Business head and other departments/staff.Cooperate & coordinate with the assistance of efficient methods of communication available for close inter department liaison. Strengthen 2-way communication between team & Buisness Head. Liasioning with team

& suppliers. To act as an interface between BH & team to create rollout strategy. To provide high quality personal and administrative assistance to the BH and in support of the wider Operations team.

• Administration, Communication, Correspondence & Support - Booking meeting spaces, sending invitations & reminders as & when needed, Document the meeting & follow up action from the meeting. Composing correspondence/memoranda from brief instructions or on own initiative. Screen and handle calls, referring as appropriate to other staff, routing to staff or referring to business head with drafted reply. Prioritize and annotate emails. Coordinating team building activities, Support in administrative requirements in compliance with company guidelines.Follow up the approval chain & coordinate for speedy approvals. Raising cases if required to escalate bugs & errors hampering approval process & ensure necessary approval is obtained before the deadlines. Prepare & manage expense reimbursement records, submit & creation & ensure completion within 1 business day. Keep track of all invitations & ensure & prepare that all invitations are acknowledged in a timely manner. Proofreading documents. Read, Route & distribute incoming mails & other material & prepare answers as required. Screening mails schedule appointments, follow up inquiries, taking notes, preparing memo or letter.Taking action points & dictation, Managing & reviewing filling. To prepare or draft correspondence for the BH, as required.

• Delegation and Assistance - To manage and accomplish work on assigned projects in an efficient and effectively planned manner. Extracting consolidated reports from the concerned & prepare as per business needs. Contributing to periodical reporting through various trackers also by liaisioning with team heads with accurate generation of MIS reports for efficient business management on all parameters, through in depth analysis. Collating data based on various trackers. Price comparison based on different vendor quotes for BH approval. Maintain confidentiality of information. To manage the BH's diary and appointments, ensuring effective use of time and preparation of papers and information in advance.

• Coordination - Work with Business head on maintaining a tickler system for assignments and determining appropriate follow-ups. Provide support to the team in coordinating communication. Coordination with various departments like HR, finance, administration, facilities, logistics etc. Coordination, preparation & timely dissemination of various reports. To filter incoming mail- sorting, redirecting and taking action as appropriate.

• Effective Calendar management - Maintain extensive calendar, scheduling meetings, noting events and appointments and including necessary information and materials. To ensure that preparations for meetings are made in advance. Managing time by effective calendar management by prioritizing between focus days which require a strong emphasis on core work, strategy sessions, review & evaluations, brain storm tasks & routine tasks. Manage & scheduling incoming meeting requests. Managing BH's electronic diary.

• Travel arrangement - Prepare Invitation letters, hotels, cars, tickets. Arrange detailed travel plans and itineraries, compile documents for travel-related meetings, when required, To schedule business trips & making sure that all of the preferences are at the forefront, to ensure the best deal is proposed for travel & potential future travel/flight changes is intimated well in time. Coordinate to obtain currency well before the travel. Coordinate for transfers and BTRF to be raised for approval before the travel. Travel arrangements to be completed within 2 business days. Visa letters. To prepare business trip reports, Preparation of all documents required for visa application. Preparation of agenda, day wise trip schedule, stay, local movement arrangement & coordination for hassle free movement for business visitors. Provide remote support to Business Head while on business assignments outside office. Facilitating the Business visits/Tour in coordination with Inter department travel desk. Manage ground level transportation, Prepare travel reimbursements. Travel/meeting planning checklist & preparing final itinerary.

• General tasks- Work as a member of a team to ensure the effective and efficient operations of Production team. Remain knowledgeable of corporate policies and systems. Participation in reward & recognition programs at Plant. Maintaining all bank account records & correspondence. Leave records, expense trackers, approvals in various systems on need basis, Making reports/ documents ready for various meetings. Assist & prepare road map for various production projects, To prepare address & interaction for BH to present on a public platform. Contracts & agreements preparation & thoroughly checking for BH approval. circulating agendas & reports, circulating approved minutes, Conduct internet research, synchronization and integration of activities.

• Supplier relationship management-International supplier payment follow up. DEPB payment follow up. To release payments & maintain proper records & ensure receipt of acknowledgement from the vendor, managing all interactions with third party organizations/ suppliers.

• Database & Records Management-keeping up-to-date contact details like names, address, contact no.s etc, Maintaining BH's personal and general files as appropriate by subject, date, pending issue, determining the system best for quick recovery. Devise & Maintain office filling system. To manage electronic and paper based filing systems.

• Operations Support -To organize internal and external meetings including booking venues, arranging accommodation and taking minutes as required, prepare agenda, liaising with different participants of the meeting. To ensure papers are accurate and prepared and disseminated on time.

• Project Management-To manage & support in projects undertaken by the BH from start to finish by managing time and tasks effectively.

May 2007 – Jan 2014, Asst. Manager & Sr. Executive Assistant to Regional Manager (India), Brother International (India) Pvt. Ltd., into electronics and electrical equipment company headquartered in Japan. Its products include printers, sewing machines, machine tools, fax machines and other computer related electronics. Jan 2003 – April 2007, Sr. Executive Assistant to Regional Manager (India), Brother Intl Singapore Ptd. Ltd. May 2003 – Dec 2003, Executive Assistant to Regional Manager (India), Brother Intl. Singapore Pte. Ltd.

• Administrative skills & Secretarial function –Manage broad range of administrative and analytical duties for the Director including: complex calendar management; extensive meeting and event planning; researching and assembling data for reports and special projects; budget management and develop presentation material. To act as a liaison between division management and the Director, to ensure necessary coordination and access, to facilitate successful operation of the office. Closely coordinate with Heads of Vertical in executing various action plans, taking necessary follow-up actions and communicating the progress. Formulate administration policies, procedures & controls to enable smooth business operations, renewal of office related contracts, agreements/licenses, corporate level negotiations with major suppliers/ customers/partners relationship & regulatory bodies. Preparation of business letters, quotations and proposals. Manage & lead ad-hoc reports and assignments. Manage & Maintain effectiveness of IT, Event/Conferences & travel management including forex, travel visas, hotel accommodations & itineraries. Handling pre & post-meeting requisites including agenda & resolutions of the meetings. Organize & participate in meetings, conferences & project team activities. Liaise with ministry of manpower & work permit department for expats registration/visa procedures. Capital assets planning and management. Monitoring and processing purchase orders to shipment arrangements, stock procurement, supply chain management. Processing of data entry and customer order includes coordination with customers, partners, sales staff and forwarders. Liaise for stock control status and distribution activities.

• Customer service and Marketing function – Liaise with departments in order to formulate strategies & support in relation to the organization sales, purchasing, pricing, margins, material management, and production plan. Liaise for arranging successful product demonstrations for customers, new product promotion planning & business development, launch, advertising, e-marketing & PR. Attending trade fairs, events, campaigns, exhibitions to promote products. Channel partners assessment & development by actively recruiting qualified channel partners as defined by geographical need, vertical segmentation and revenue goals. Development of strong relationships with both key channel executive contacts and partner sales teams to ensure commitment and top mind share. Preparation of monthly/quarterly forecast for the channel, including weekly updates and maintain consistent track record of monthly forecast accuracy. Strong ability to demonstrate company’s portfolio of products and services to prospective customers and to educate and influence channel partners, distributors. Assisting the Director to set business goals and sales targets for the market. In conjunction with channel partners, the identification, development, and execution of end-user customer sales opportunities, consistent with established sales objectives and value proposition. Timely pipeline and opportunity management to drive and own the sales process for large strategic opportunities with our partners. Establish executive-level relationships with Major Account Clients and their retention. Competitor activity analysis by monitoring and reporting on market and competitor activities and provide relevant reports and information. Seek and continuously develop knowledge and information about competitor activity, pricing and tactics, and communicate this to relevant departments and the Director. Monitoring and analyzing a brand and competitors performance to identify Strengths, Weaknesses, Opportunities and Threats. Knowledge of the business environment, industry trends and competitor profiles in the marketplace. Analyze sales statistics with MIS and feasibility reports to determine business growth potential, action plans & targets in line with defined vision, mission & objectives of the company. Conducts one-on-one review with all Account Executives to build more effective communications, to understand training and development needs, and to provide insight for the improvement of Account Executive’s sales and activity performance.

• Finance & Quantitative function – Business & financial strategic planning & development of policies, systems, process & personnel involved. Financial management on budgets & periodical forecasts. Maintain general ledger, reconciliations of bank & cash book’s, bank management, remittance of funds, manage payments to staff expenditures & vendors. Monitor balances to ensure sufficient funds for programme needs & in accordance with the company procedures & policies. Conduct cost benefits studies, measuring financial risks, monitor terms & conditions of opening of letter of credit & profit management. MIS including financial & business forecasts & budgeting to ensure all functions are properly administered & monitored including credit control mechanisms & accounting guidelines. Reconciliation of channel partners & client account payable & receivable, maintain fixed asset register & monthly depreciation, monthly & yearly preparation of financial reports.

• Interpersonal(HR & training) and teamwork function – New hire support including job descriptions & finalizing candidates, mapping & documenting of all processes related to recruitment function like designing of recruitment advertisements, liaising with recruitment agencies, maintain network of contacts, coordinate internal employees referral programs to help identity & source quality resources to meet business objectives. Facilitate & supervise the induction & training to all employees, design & conduct new employee orientations, provide support in designing the training module, conduct training needs analysis, arrange career development programs to help employee retention, individual development & domain expertise. Evaluate the quality of training imparted & collect feedback for improvement. Design HR initiatives & linking pay to performance, rewards & recognitions schemes, implement & design employee benefits program, develop incentive pay programs, performance management process including employee annual appraisal program, prepare budgets & forecasts for personnel operations, workplace management & relations. Lead the performance management cycle(PMS), starting from KPI setting, performance, leadership competency, review & promotion cycle & prepare the balance score card for the entire year for all employees. Manage statutory compliances relating to labor & employment laws across all facilities. Ability to think strategically and articulate new HR policies can improve business effectiveness and effectively partner with business.

• Organization & operational development function - Liaise closely with the global team members to assimilate global initiatives, influence global thinking & policy direction. Plan, develop & implement strategy for organizational development, monitor & measure report on organizational development plans, opportunities & achievements within agreed formats & time scales. Plan & manage office expansions.

Apr 2002 – Apr 2003 with M/s Anand & Anand Advocates, as Coordinator Oct 2001 – Mar 2002 with M/s Sundri apparels India Pvt. Ltd., as Office coordinator. Educational Qualifications

2001 Graduation from Sri Venkateshwara College, Delhi University. General Information

Date of Birth – 3rd May 1981

Marital Status – Unmarried

Passport No. – E5787874

Date - (Ghazal Kukreja)

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