Executive Assistant Manager

Shefali Bhargava

Mississauga, Ontario, L*Z*A*, Canada m: 647-***-**** e: ******************@*****.***

Executive Assistant and Manager

SUMMARY

Result-oriented, reliable, diversely skilled, organized, proactive, experienced Executive Assistant and manager with cross functional expertise. Progressive 10+ years management, administrative and executive support experience working with senior level executives in prestigious private and not-for-profit Global firms. I am known for my inter-personal skills, amicable personality and for “getting the job done”!

EDUCATION AND CERTIFICATIONS

-MBA; Master’s degree in business administration - Human Resources & Marketing (1st Rank)

-BA; Bachelor’s degree in English Literature

-PMP; Project management certification (Above Target scores)

EXPERIENCE

Executive Assistant, Human resources - Office of VP Human Resources; May – Aug 2018

Reporting to VP HR at Greater Toronto Airports Authority, Toronto, Canada (not-for-profit)

-Collaborated with CEO’s office and Leadership team in execution of HR policies and procedures

-Monitored calendars, triaged emails - flagged them, responded confidentially for action as per priority

-Supported VP in creating presentations, Board materials, agenda and updated Board Vantage

-Managed changing travel itineraries – flights, hotels, car rentals, visa, conference registration

-Prepared requisitions, filed expense reports, processed AMEX, P-Card

-Reviewed invoices for accuracy for submission and followed up with accounts for closure

-Planned and coordinated logistics for board meetings, lunches, committee and townhall events

-Ensured physical and electronic files and records are easy to access, tidy and organized; maintained departmental records using i-Share, SharePoint, OneDrive

-Researched for relevant business needs; prepared reports, tables, charts with analysis and action logs

-Demonstrated judgment, attention to detail, tact, discretion in preparing, disclosing, handling information of confidential and sensitive nature - whistleblowing, labor disruptions, disciplinary cases

-Exhibited superior time management skills while balancing priorities of various stakeholders

Senior Manager & Executive Assistant - Administration (Office of CEO); Oct 2017 – Feb 2018

Reporting to CEO and Head HR at Axiom Real Time Metrics, Toronto, Canada; an IT firm specializing in clinical trials and related project management services

-Coordinated/collaborated with department heads for execution of relevant tasks with accountability

-Provided executive support in executive strategy, project, event, office, facilities management

-Coordinated with landlords for maintenance and regarding office relocation and expansions

-Managed administrative processes; planned, budgeted, negotiated and procured supplies from vendors including computer equipment, kitchen groceries, office supplies and furniture

-Lead, trained, set goals for office administrators and delegated work; developed a cohesive team

-Exhibited ability to adjust and deal calmly, effectively with crisis, change and ambiguity

-Managed multiple calendars, conflicts, booked meeting rooms, set up boardrooms and WebEx

-Reviewed current gaps and recommended improvements in IT integration with a focus on innovation

-Administered service awards, sourced business support collateral, merchandise at negotiated rates

-Provided client support; maintained relationships with clients as a liaison for the CEO

-Leveraged travel industry expertise to provide intelligent travel booking and scheduling processes

-Screened candidates for interview with Executives for relevant senior positions

-Demonstrated excellent communication skills in developing key messages on behalf of CEO

Business Development and Coordination (India market); Nov 2016 – Jul 2017

Reporting to Executive Director at Forrec Ltd., Toronto, Canada; an architectural design firm

-Advised strategy to expand and grow local market; built strategic partners and leveraged interpersonal skills to provide client service and build professional relationships

-Developed tailormade marketing plans and participated in trade events to build brand awareness

-Conducted market research, pre-screening site audits and background checks on potential clients

-Advised management on project viability, risks and contract negotiation for submitting bids

-Conducted feasibility analysis for new project sites and presented in PowerPoint presentations

Senior General Manager (Operations, Executive Support) - MD’s office; Dec 2003 – June 2016

Reporting to MD/Owners and SVP at Bird Group, Delhi; a large diversified conglomerate with business verticals in luxury hospitality, luxury retail, aviation, education and IT consultancy

Supported Board in management and operations of hospitality and related retail business:

KEY PROJECTS / PROGRAMS

-Demonstrated management skills and project management expertise by managing end to end cross functional projects for a new business vertical with - 10 hotel portfolio in India & UK – 10 + Roseate hotels (hotels and restaurants), iSKATE & Segway (Leisure), Upstage cinema, Bally, BMW, Mini, Porsche Design, TWG Lounge (Retail), Amadeus (IT)

-Directed complex programs with integration of technology, systems and people to optimize operations, manage employees, achieve client satisfaction –

Point of Sale (POS), Human resource management system (HRMS), Agent Management system, Website, Corporate Travel Self Booking tool (SBT), Booking engine, CRM, Property management system, SharePoint, Intranet, Central Reservation systems

GENERAL DUTIES

-Advised and assisted Board on business strategy, corporate policy, organizational structure, financial planning, forecasting, departmental budget, new projects, process development and implementation

-Experienced in developing complex governance and policy documents for newly created PMO

-Mentored junior staff on professional growth, provided feedback, maintained performance records

-Formed and led steering committees to monitor and report progress on current projects

-Delivered the best customer experience over the phone, in person in answering or directing inquiries

-Assisted MD in selection and acquisition of feasible hotel and retail facility project sites

-Led resource planning, used part-time, seasonal, intern staff to keep payroll costs in check

-Implemented self-booking travel tool for staff, reduced approval time by 90%; cut costs by 25%

-Drafted press releases for media with compelling stories to encourage readership and engagement

-Executed, proof read and analyzed correspondence, memos, letters, briefing notes, announcements

-Developed creative and informative monthly newsletters with a readership of over 5000 members

-Recorded meeting notes and provided inputs during executive meetings on plans, issues or strategy

-Identified and implemented vendor services to decrease administrative costs to organization

-Raised purchase orders; coordinated with accounts for timely payments to partners/vendors

-Reviewed and negotiated contracts with suppliers, landlords, key channel sales partners, Government

-Facilitated employee engagement including planning and organizing annual sales meet for over 200+

-Managed HRIS – vacation and absence management system for department and direct reports

-Managed seamless flow of information, documents, ideas and feedback between departments

-Maintained manuals, storage of information and records such as signed agreements and invoices

-Handled information requests; provided information as per policy and data privacy norms

-Showed tact and diplomacy in managing team conflicts, problem solving; escalated when required

-Organized onboarding, security and temporary paperwork as well termination related procedures

-Monitored renovation, maintenance needs of the corporate office facility and business units

-Proved interpersonal skills in engaging, liaising, procuring approvals from Government authorities

OTHER EMPLOYMENT

-Management Trainee (Branding & Consumer MIS); Avantha Group, Delhi, Nov 2002 – Dec 2003

-Senior Resource Associate (Recruiting & Client Relations), ARCIS Management; May – Nov 2002

-Human Resources Trainee; Bank of America, Delhi; May – Jun 2001

COURSES

-Certificate in Communications, Delhi University Diploma in Computer applications, APTECH

Adept in IT/technology - smartphones, tablets, laptops; master level proficiency in MS Office: Excel, Word, Outlook, SharePoint, Access, PowerPoint presentations; Visio, G-Suite, Concur, Tableau; Apple & Windows

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