Executive Assistant Manager

Mamta Yadav

Sector ** Gurgaon, Haryana, India

Mob: +919********* Email : ***.*****@*****.***

SUMMARY

Twelve years + of working experience as accomplished Executive Assistant providing high-level support to CEO, General Managers in leading Multi-National oil & Gas company, consulting and Sustainable energy company. Diverse experience from booking travel to handling expense reimbursement. Skilled at multi-tasking with added experience in SAP MM end user, team building and department events.

CORE COMPETENCIES

Travel & Event planning Effective Scheduling Client Relationship Management Event management

Document control Interdepartmental Relationship management Document control

Vendor management Procure to Pay process HR activities

WORK EXPERIENCE

Mytrah N4Electric Pvt Ltd (Mytrah Groups) December 2016 till date

Executive Assistant to CEO of Mytrah Mobility.

Planned and coordinated domestic and international travel, taxi arrangements, visa, forex.

Managed calendar and scheduling of meeting with internal & external stakeholders

Support in WebEx, conference call, Video conferencing

Drafted meeting agendas and executed follow up for meetings and conferences

Extending administrative support to the CTO, CHRO as well as other team members

Expense report management, timesheet management, Budget exercise and approvals and filing system.

Maintain contact database of external stakeholders in Outlook and provided software

Coordinate and carry out special events, requests and communication plans

Managed the inventory of the office supplies and ordered as necessary

Negotiated favorable terms and pricing agreements with vendors, resorts and other providers for service at special events.

Human resource Activities

Supported Head HR with new hire orientation and monthly department meetings. Collaborating with recruitment agencies in scheduling interview with HOD’s and Managing Director. Completion of Pre-boarding & onboarding process by scheduling Pre-employment medical, submission of Back ground verification, and other joining formalities. Facilitated all new hire orientation to on boarding employees, arrangement of access car, IT asset, Windows email credentials and ESS (SAP HR) credentials, Induction.

SAP Hiring: responsible for entering new hire and updating employee's data in the SAP system and in their personal files.

Additional responsibilities

General Administration, Cash management, managing Bank accounts and transactions. Maintain full understanding and compliance with the policies, procedures, Purchase requisition to pay process, and SAP related procedures.

AT Kearney, Gurgaon (September 2015 till Dec 2016)

Executive Assistant to two Principal consultants

Oversee Calendar, follow ups, Scheduled and coordinated all domestic and international travel and Process visa application and timely submission. Support in WebEx, conference call, Video conferencing. Accurately tracks expenses for Principal consultants by managing credit cards and receipts, forex and reconciliation. Weekly Timesheet submission.

Cairn India Ltd, Gurgaon (Aug 2008- February 2015)

Administrator / Business Coordinator: Administrative support to General manager (Health Safety & Environment), a team of 25 Corporate members, project team and site team in all the 3 assets.

Administrative: Adeptly handle administrative matters and support to General Manager Environment & safety. In day to day operation it included managing calendars, planning meetings, making travel arrangements, accommodation, Visa application and composing documents. Coordination for departmental projects. Maintain Department organization chart on the guidance of senior management. Travel and other logistics arrangements for Expats.

Expense management: Travel expense of senior management and team within timeline.

Communications: Organizing and maintaining files and records & Manage expense report and approvals. Preparing and editing correspondence, reports and presentations. Update the Environment Clearances, EC compliance reports, HSE Policies, Procedures on Tejas- Cairn internal web portal with the help of IT. Track and coordinate all internal and external communications with the regulators e.g. Rajasthan and Gujarat Pollution Control Boards; Ministry of Environment and Forests. Collect the information and the data for submission of Consent applications by liaising with site and internal departments.

Stakeholder Management: Sets-up Internal & External meetings, audits, maintains electronic staff calendars, and fixing 1:1 meeting, providing first level of approval like leaves and expenses. Travel and other logistic arrangement and report compilation for IFC auditors.

Special Projects: Coordinate all the HSE trainings and workshops in Cairn India for all functions in Gurgaon office; coordinate with instructors and participant for regular content improvement; keeping training records, Plan and coordinate large off-site/on-site meetings/events. Plan and execute contents and logistical support for conferences, external business meetings and workshops capture the key deliverables and set them into action plans.

SAP (PO to Pay process)

Maintain full understanding and compliance with the policies, procedures, Purchase requisition to pay process, contract review board processes and SAP related procedures. Execute and renewal of the purchase requisition, Purchase Order and Service entry sheet process using SAP and interfacing cross-functional peers. Reconciliation of vendor invoice, Ensure Invoice processing and payment clearance as per the contract and project deliverables

Awards & Achievements

Officially recognized and awarded bonus for Training end users in SAP

Clearing all invoices in successive quarters

Leading the departmental team building event, (three years running)

Recognized by CIL management for Stage show performance “ Nukkad Natak” (Street Theater) on Environment Day celebrations and for coordinating Corporate games

Rah Infotech Pvt Ltd, Gurgaon April 2006 to July 2008

Executive Assistant to Managing Director

Performed a wide variety of administrative tasks, including internal and external meetings and management of all the correspondences, travel coordination, calendar and expenses management.

EDUCATION

Bachelor in Humanities from Maharishi Dayanand University, Rohtak, Haryana

SAP Material management from Applied labs, Gurgaon

PERSONAL PROFILE

Date of Birth: 29th February 1980

Passport No: N4031144

Marital Status: Married

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