Assistant Executive

JANSY BARNABAS

H. No. *, Lalit Park

NH – **, Meerut Bypass

Modipuram,

Meerut – 250110

Tel: 817*******

CAREER OBJECTIVE

Learn, Deliver and flourish candor and work at a position that allows me to contribute my skills for success of organization.

PROFESSIONAL EXPERIENCE

March 2012 till date

Continental India Limited

Working as Executive Assistant – Chief Financial Officer & Managing Director

KEY RESPONSIBILITIES

Schedule executive meetings and travel plans.

Assisting executives in all possible works likes in meetings, preparing documents and presentations.

Need to attend phone calls from clients and also respond to the emails received from clients and colleagues.

Manage Travel and stay for all Guest visiting from Central and other parts of Continental.

Prepare minutes of the conducted meeting by weekly, monthly Leadership Meeting and other meetings as and when required.

Updating executive about his regular appointments and assisting him in updating his calendar records.

Make sure all the reports and data files are arranged in a perfect manner to avoid any inconvenience in business matters.

At times required to conduct staff meetings in the absence of the manager and keep updates ready.

Manage executive business schedule and calendar, including meeting arranging meeting, conference call and booking appointments.

Ensuring flawless communication within teams as well as to the organization.

Organizing incoming information and keeping abreast of all priorities and events.

Monitoring and scheduling approvals and project deadlines.

ADDITIONAL RESPONSIBILITY

Purchase department

Responsible for Handling printing stationeries and purchase of all admin requirements for the plant.

Handle the Market team requirements. E.g. search of new vendors for events, printing, corporate gift items.

Responsible to negotiate with vendors independently and shortlist the vendors as per the department needs.

Taking care of Issuing orders based on requirement for Plant and Market.

Prepare the data base including the old vendors and new vendors and timely review with the supervisor.

March 2011 – Feb 2012

Worked in Max Health Care as Executive Assistant – Chief Operations Officer & Medical Administrators

KEY RESPONSIBILITY

Manage executive business schedule and calendar, including meeting arranging meeting, conference call and booking appointments.

Act as a representative of the executive representing higher judgment with internal and external clients.

Organize all details for executive travel and client visit, including flights and accommodations.

Monitoring emails, voicemail and other correspondence.

Ensuring flawless communication within teams as well as to the organization.

Communication with key clients including follow up before and after meetings with agendas or next steps.

Organizing incoming information and keeping abreast of all priorities and events.

Monitoring and scheduling approvals and project deadlines.

Create and maintaining filing systems.

August 2010 to Feb 2011

Worked in British Council as Executive Assistant – Corporate Affairs

KEY RESPONSIBILITY

Communicating and maintaining contact database.

Arrange conferences, meetings, and travel reservations for office personnel.

Open, read, route, and distribute incoming mail and other material, and prepare answers to routine letters.

liaising with staff in other departments and with external contacts

Coordinated and hosted successful client meetings, creating invitations and promotional materials, booking venues.

Maintain schedules and calendars for Regional Director

Maintain all expense report for Regional Director.

Arranging travel and accommodation;

Organizing and storing paperwork, documents and computer-based information

Conduct searches to find desired information, using sources such as the Internet.

Operate office equipment such as fax machines, copiers, and phone systems, and use computers for spreadsheet, word processing, database management, and other applications

Organize events and liaise with various teams & departments for all arrangements.

Learn to operate new office technologies as they are developed and implemented

Provide assistance/ Preparation of Presentation for Meetings

June 2009 to August 2010

Worked as Secretary in Kimaya Energy Ltd

KEY RESPONSIBILITES

Report directly to Chief Managing Director as well as Chief Executive Officer.

Communicating and maintaining investor database.

Arrange conferences, meetings, and travel reservations for office personnel.

Open, read, route, and distribute incoming mail and other material, and prepare answers to routine letters.

liaising with staff in other departments and with external contacts

Set up and maintain paper and electronic filing systems for records, correspondence, and other material

Identifying cost-effective travel agencies and negotiating contracts with key travel-services providers.

Coordinated and hosted successful client meetings, creating invitations and promotional materials, booking venues.

Maintain schedules and calendars for CMD & CEO and also travel and accommodation arrangement

Supervise other clerical staff, and provide training and orientation to new staff.

Provide assistance/ Preparation of Presentation for Meetings

May ’07 till January ‘09:

Worked as a Visa Officer in the Visa Office, Australian High Commission, New Delhi

KEY RESPONIBILITIES

Taking decisions on Visa applications including printing of visa labels and evidencing

Assessing and managing visa caseload of different areas

Prioritizing cases for assessments and interviews.

Carrying out integrity interviews and undertaking investigations for integrity checking.

Preparing recommendations, reports, case notes, interview notes, correspondence and other material in relation to visa matters.

Travelled various parts of India to conduct integrity checks as required by the Immigration centre from Australia.

Dealing with client queries by phone and e-mail.

Maintaining accurate file, electronic and other records.

April ’05 till April ’07:

Worked as an Immigration Assistant in the Visa Office, Australian High Commission.

KEY RESPONSIBILITIES:

Receiving applications from VFS (Inscan/ Outscan), counter or by post.

Registering/ downloading of the applications received.

Entering case notes on IRIS regarding relevant information on a particular application.

Clearing further documents, medicals (both local & HAS) and faxes

Issuance of medicals

Attend to routine queries both via phone and email

Cross – referencing of applications with previous records if any, matching the details and updating the details.

Allocation of new cases to the assigned visa officers

Evidencing of passports

Dispatch of passports and decision letters to applicants via courier/ VFS (Service Delivery Partner).

Collect mail from DFAT mail room

Sorting of mails/ opening of mails

Entering case notes on IRIS for X-ray/ medical reports

Issuing receipt for all valid payments on IRIS, reconcile the accounts on RCS on a daily basis

Careful screening of all visa applications received which includes validity of forms, design date, VAC (Visa Application Charges), signature on the application

Register all valid applications on IRIS with proper sub-class, issue acknowledgement letter, raise all documents in proper and prescribed order and forward to relevant teams

Handle basic visa queries on phone or by mail

Prepare general information packages and send by post as required

ADDITIONAL RESPONSIBILITY

Worked as acting visa officer for a temporary period wherein I was given opportunity to pre – assessment visa application and recommend it for final decision.

An opportunity was given to decide Aussie specialist visa applications, decisions were to be given within 24 hrs from the time the application is received.

2003 to 2005

Worked as a Team Leader in Intouch Solutions. Joined as a Customer Executive Assistant and got promoted to Team Coach and completed as a Team Leader

1999 to 2003

Worked in Business Centre as an Assistant in Metropolitan Hotel Nikko. Joined the Industry as a Telecom Assistant and got promoted to Business Centre.

EDUCATIONAL QUALIFICATION

Graduated from Annamalai University with a Bachelor’s Degree in History in the year 2002

Completed 10+2 from National Open University, New Delhi in 1999

COMPUTER SKILLS

Proficient in Internet searching & Microsoft Office

Working in SAP system

PROFESSIONAL SKILLS

Customer oriented with excellent interpersonal skills

Team player and result oriented

Self starter, go-getter attitude

Excellent communication and convincing skills

PERSONAL DETAILS

Father’s name : Lt. Mr. Soosai Barnabas

Date of Birth : 20th October 1978

Marital Status : Single

Religion : Roman Catholic

Language known: English, Hindi & Tamil

JANSY BARNABAS

Place : New Delhi

Date :

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