Executive Assistant & Customer Service

Mrs JASLEEN KAUR CHHABRA

**** ***** **, *******, ** B3L 3E7 • 902-***-**** • ***********@*****.***

Executive Assistant/Administrative Assistant

10+ years of experience providing administrative support to C-Suite executives and maintaining the utmost confidentiality.

Customer Service Representative with over 4years of experience in telephone customer service, tech support and customer care

SKILLS

Proficiency in using standard office equipment including printers, fax machines, scanners, projectors etc.

Mastery of MS Office (Word, Excel, Outlook, Power Point)

Familiar with ERP/CRM systems.

PROFESSIONAL EXPERIENCE

Executive Assistant March, 2016 – April 2019

Hero Future Energies Pvt Ltd, New Delhi, India

Provide executive-level administrative support to the CEO.

Handling confidential material at the highest level.

Maintain CEO’s appointment schedule by planning and scheduling meetings, conferences, teleconferences, and travel.

Welcomes guests and customers by greeting them, in person or on the telephone;

answering or directing inquiries.

Completes projects by assigning work to clerical staff; following up on results.

Maintain office supplies for department.

Liaison between all impacted departments to ensure proper communication and reporting practices.

Plan and coordinate corporate luncheons and develop presentations for related on and off-site meetings.

Organize the details of special events, travel arrangements, corporate agendas and itineraries.

Process monthly expense reports.

Provide full admin support to the team and department.

Perform data-entry, documentation, printing and filling duties.

Maintain a proper and user-friendly filling and document control system for recording and tracking of all documents.

Put up purchase requests in SAP (ERP Software) for all approved purchases for the necessary approvals and verify invoices for the raised purchases upon delivery of goods and services.

Perform some research duties as and when required by the team.

Open and distribute incoming regular and electronic mail and other materials and co-ordinate the flow of information internally and with other departments and organizations.

Executive Assistant April, 2013 – March, 2015

Excel Books Pvt Ltd, New Delhi, India

Assisting MD in his day to day routine activities

Managing Calendar & mails, drafting email replies, answering emails on behalf of MD and sending Calendar invitations for various meetings.

Checking vouchers, bills & expense statement

Handling the entire office independently

Represents the MD by attending meetings independently.

Maintains client confidence and protects operations by keeping information confidential.

Reduced company travel expenses by identifying cost effective travel agencies and negotiating prices with travel agents.

Follow Up: Following up for the day-to-day activities & updating to MD on regular intervals.

Stationery: To maintain stationery and approve as per the requirement.

Catalogues & Gifts: To maintain record of Catalogues & Gifts issued to concerned person.

Ensuring timely delivery of projects with quality standards.

Ensuring process efficiency.

Payment follow-up and collection.

Motivating and mentoring individuals, providing necessary tools to exceed company expectations.

Procurement and purchasing function; asset acquisition and disposal

Drive all general administration, employee health and safety; environmental concerns

To handle legal including code of ethics, integrity, business conduct, statutory compliance, intellectual property protection.

Preparing agendas, notices, minutes and resolutions for meetings.

Performing complex and confidential administrative functions

Documentation / Filing: Responsible for documentation / filing all important documents

Coordinating complex travel arrangements, including visa applications, local logistics and local practices. Prepares itineraries and expense reports.

Independently anticipates problems and changing priorities

Prepares or provides input to employee performance reviews. May conduct counseling sessions as directed by MD.

Executive Assistant cum Network coordinator Dec, 2011 – March, 2013

The INCLEN Trust International, New Delhi, India

Responsible for heavy calendar management, interaction with both internal and external executives and assistants, as well as consultants, to coordinate a variety of complex executive meetings

Answer phones and direct all incoming calls to appropriate party promptly and efficiently

Communicate and handle incoming and outgoing electronic communications on behalf of the Executive Director

Assist Executive Director with preparation of presentation materials

Review and summarize miscellaneous reports and documents; prepare background documents and outgoing mail as necessary

Prioritize and manage multiple projects simultaneously, and follow through on issues in a timely manner

Arrange travel schedule and reservations for executive management as needed

Executive Assistant Dec, 2010 – August, 2011

Nova Medical Center Pvt Ltd, New Delhi, India

Arranging and organizing conferences / Business and Board Meetings at local & International Level. Coordinating seminars ensuring all arrangements run smoothly and all required facilities are available

Maintaining minutes of meetings held and keeping their records.

Coordinating internal and external events of the company

Reminding/ scheduling/ monitoring the meetings of the COO.

Maintaining & scheduling the appointments.

Arranging domestic and international travels including flight bookings, hotel accommodation and preparation of itinerary

Providing assistance to the COO where ever required.

Taking Dictations

Handling day to day Office activities.

Receiving and sending e-mails.

Preparing Agenda papers

Process expense claims (mobile, health club, driver, fuel medical and travel reimbursements) as per the company policies and procedures.

MIS and Reports- Compiled and analyzed data from weekly and monthly reports to prepare director presentations to executive management.

Supporting administration for processing Visa application for the staff

Organizing Forex for personnel travelling out of India.

Ensuring payment of personal bills on time, i.e. telephone bills, mobile bills, credit card payment and such other payments for the COO, travel expenses.

Maintenance of infrastructure

Vendor management

Hygiene issues

HR administrative issues (leave, attendance etc)

Supply of office Equipments

Executive Assistant Aug, 2007 – Nov, 2010

BMR Advisors Pvt Ltd, New Delhi, India

Assisting the Partner in fixing appointments, TE&B system, invoices, travel booking and other office related work. Ensuring that the office functions smoothly

Coordinate Partner's schedule and makes appointments for meetings and calls

Arrange and coordinate travel schedules, itineraries and reservations

Coordinate and arrange meetings and prepare agendas

Keep contact list updated in the system; ensure all records are properly filed in soft and hard format, and renew requisite memberships on time

Read and route incoming mail. Prepare outgoing mail, including e-mail and faxes

Answer and screen Partner's telephone calls, and arrange conference calls. Greet scheduled visitors and contact appropriate area or person

Compose and prepare routine correspondence, reports, etc

Organize and maintain file system, and file correspondence and other records.

Invoice payments: Streamlining of billing process and ensuring all vendors for Admin related matters (eg, courier, car hire, caterers, rentals, security, parking, etc) are paid on time and within credit timelines.

Vendor Management – Sourcing new vendors, negotiating discounts and credit facilities and getting competitive quotes, based on volume of orders. Ensuring optimal services from the vendors and also ensuring that their payments are made on time.

Cost management – Ensuring that a minimum of three quotations are obtained for new work or equipment. Preparation of a cost comparison chart for better understanding and specifying reasons for allocation of the work to any particular vendor.

Travel management – Ensuring travel bookings like air tickets, car pick up, hotel arrangements for the Partner. Also, to other office Firm personnel as well as clients, as and when required

Admin support for new joiners – seating, stationery, toy, access card, visiting card, etc – to meet up with the new joiner personally and welcome him/her and offer admin support, where applicable. Also assist HR in exit process/exit clearance form.

Event management – Coordinating all Firm events like client dinners, annual day, independence day celebrations, Diwali celebrations, staff gifts, corporate gifts, etc.

Quality Analyst Nov, 2006 – July, 2007

Wipro Business Process Services Pvt Ltd, New Delhi, India

Monitoring calls, taking training sessions, attending escalated calls etc

Sr. Customer Care Specialist Oct, 2002 – Oct, 2006

(IBM) Daksh Business Process Services Pvt Ltd, Gurgaon, India

Communicating with U.S customers.

Handling customer queries, providing information, monitoring.

Investigated and solved any customer concerns

Answered inquiries from customers in person and on the phone

Customer satisfaction, ensuring quality etc.

EDUCATION

Bachelor of Commerce

Rohilkhand University, Bareilly, India 2000-2002

(equivalency in Canada: Community College Diploma (3 years) determined by World Education Services)

Basic Computer Course 6 months

NIIT, Dehradun, India

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