Manager Assistant

***, ******* ******* ******** *******, SECTOR **, DWARKA, NEW DELHI -110075

Phone ®:011-********

Mobile: 971*******

**************@*****.***

Smitha Nair

Professional Experience

6th January 2014- till date

Bill & Melinda Gates Foundation, India Country Office

Program Assistant

This is overall view of the work I undertook at the ICO in a span of 2 years as Program Assistant for various teams and personnel:

Calendar Management:

-Manage calendars for all personnel supported, schedule appointments and meetings (domestic/ international & internal/external) and prepare/compile agendas and documents for meetings.

-Create agenda and Meeting folders for international travel.

-Liaise heavily with Seattle based teams in order to setup regular check-ins and update meetings.

-Work with Grantees and Donor organization for organizing various meetings and workshops.

-Optimal use of Calendar for my managers so as to make their usage of time more productive

-Have regular meetings with respective teams for better planning, scheduling and prioritizing work (travel, meetings, events etc).

Travel Management:

-Coordinate wide range of trips both domestic & international. Travel Management includes coordination with Travel Desk to book flights, hotel and transportation & obtaining visas.

-Plan travel with your teams in advance.

-Seek appropriate approval for all travels as required.

-Work with Finance for Forex requirement.

-Work with external vendor for Sim cards & Phones.

Expense Reports:

-Compile and process expense reports & reimbursements in a timely manner as per BMGF norms.

-Ensure that all requisite information is provided by Manager (purpose, number and name of attendees for group meals).

-Work with Finance to approve and reconcile Forex advances taken for International travel.

Events:

-End to end coordination to schedule and plan larger meetings such as conferences, convening and presentations. Work closely with the events team in handling logistics that may include arrangements for the participants and prepare and disseminate materials.

Other:

-Responsibilities such as coordinating with relevant external stakeholders (grantees & partners, concerned government departments etc) coordinate meetings with them.

-Interface with external stakeholders ( grantees etc) as needed.

-Update and/or maintain files and records on the Sharepoint site.

-Maintain contact database of grantees & partners.

-Provide cross-ICO support to capture workload balancing.

December 8th 2010– January 2nd 2014

Microsoft Corporation India Pvt (on the Payroll of Teamlease Services Ltd)

Executive Assistant to Genernal Manager, Public Sector

-Provide support for Daily Calendar Management, Team Support, and Liaison with cross segments.

-Manage business development funds for the segment while working closely with Sale Excellence team.

-Vet and approve sales deals as part of the General Manager’s office

- Travel coordination

-Calendar management and other routine activities for the person supporting

-Internal team coordination- working with all those reporting into the Head of Public sector

-Event management- from In-office meetings to Quarterly Team update meetings and Holiday parties

-Expense management- for the General Manager as well his direct reports

-Correspondence management – both for internal circulation and to deal with Govt Offices.

-Operational Assistance-

Current CTC : 12.5lakhs per annum

April 30th 2010 – Nov 30th 2010

BT India Pvt Ltd, New Delhi

Executive Assistant to Chairman and MD

-Day to Day Executive support

-Calendar management

-External and Internal Event management

-All duties pertaining to the position of an Executive Assistant

Jan 15th 2007 – April 30th 2010

Bain & Company, Inc., Gurgaon

Executive Assistant/ Marketing-LinkBain Administrator

-Executive Assistant

-Supporting 1 Vice President (Partner) and 3 Managers

-in their daily Calendar management, Travel Arrangements, Client Meetings, Case Team Meeting,

-Co-ordination with various teams for effective process based role

-Taking care of Expenses reimbursement, Time sheets, other Administrative requirements

-Work with case teams to get client events and meetings organised

-Undertake all confidential client communication, draft emails and letters for the respective Partner/ Manager

-responsible for heavy calendar management, requiring 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 Partners

-Assist Partners with preparation of presentation materials

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

-Assist in pipeline/forecast preparation and management

- 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

-Work closely with the Partners to coordinate and launch hard copy or email campaigns to consultants, clients and potential clients

Internal Marketing Database Administrator (LinkBain Administrator)/ Marketing Co-ordinator

-Responsible for data integrity and management of New Delhi’s LinkBain database, including client and alumni contacts.

-Provide ongoing assistance/coaching to LinkBain users to maintain database integrity

-Provide day to day help desk support to all New Delhi LinkBain users (Partners, Managers, EAs, MAs and the marketing team itself).

-Be the Indian practice LinkBain Administrator (LBA), which includes updating and experience sharing with global LBA’s.

-Generate reports using LinkBain and other e.g. client development lists and event guest lists.

-Coordinate the annual Christmas card design process and manage the paper and electronic mailings.

-Assist with the training of LinkBain users in the office

-Assist with the bi-monthly electronic newsletter distribution (Results Brief)

-Assisting the Marketing Manager with alumni events and activities as directed

8th March 2005 – 15th Dec 2006

BRITISH HIGH COMMISSION, ChankyaPuri.

Visa Support Assistant (LE IV – Permanent Position)

-Last assignment was in the Appeals section.

-Linking and movement of files (manually as well as electronically).

-Making Face-sheets for Explanatory statements.

-Listing annexes as per ECM review.

-Updating Proviso record and collating files for despatch.

-Maintaining the excel record as per the movement of files, to and from the Appeal Review Cabinet.

-Clicking despatch of files on Proviso and updating the despatch excel sheet.

-Dealing with requests from the AIT (for copy of VAF, supporting documents, appeal bundle etc).

-Sending case related faxes and email to AIT and other offices etc.

-Sending appeals acknowledgements.

-In the Visa Department, as an Entry Clearance Assistant.

-Updating and Scrutiny on Proviso Database

-Checking documents and records for authenticity and verification.

-Handling customer queries at the helpdesk and over the phone.

-Sending various letters and reports to VFS (visa facilitation services)

-Handling of Direct and priority cases (MEA and Diplomatic)

-Handling responsibilities at all desks of VISA (namely Refusals, Issues, Registry, Appeals etc).

April 2003 – Nov 2003

MAX NEW YORK LIFE INSURANCE CO. LTD, Gurgaon

Underwriting Support Executive

-Resolving internal and external queries and complaints.

-Logging and assigning queries within the team.

-Handling the Underwriting Support Inbox.

-Managing the file assignment system for the underwriters

-Daily allocation and assignment of files. As well the reassignment process.

-Weekly Reconciliation of files and folders.

-Supervision of the manual vendors.

-Supervision of the system generated underwriting letters.

-Handling the escalated complaints, with due research and resolution.

-Was Awarded the “STAR OF THE MONTH” for performance in the month of July 2003

May 2001 – June 2002

GE CAPITAL INTERNATIONAL SERCIVES, India

Process Associate / Customer Care and Collections

-Customer Service Specialist with experience in managing daily collection activity of assigned accounts and receivable portfolio. Provided quality customer service and support to achieve corporate and portfolio goals. Excellent communication and organizational skills. Self-starter and team player, active in taking part in updates and workshops, which would enhance the working ability.

-Established positive customer relations and payment plans which reduced delinquency factor on the account

-Executed timely customer contact and follow-up activity of assigned accounts in collections.

Maintained accurate A/R accounts, reconciliation, collections calls/letters, updating the support files and solving account related disputes.

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Education

2013-2015- Awaiting project and final results

IMT Ghaziabad, School of Distance Learning

2 year MBA through online mode.

-Specialization in Marketing

-4 semester successfully completed

2003- 2005 Symbiosis College of Distance Learning

-PG Diploma in Insurance Management.

1998 – 2001 Delhi University

-BA. English Honors passed with 53% marks in all papers.

1996 – 1998 Calicut University

- Pre-degree Course in Art stream with 60% marks with Economics, Political science, History, English and Hindi as subjects

1994-- 1998 Cambridge University

Overseas Family School, Singapore.

-IGCSE certificate (International General Certificate of Secondary Education, 9th and 10th grade) from Overseas Family School, Singapore affiliated under the CAMBRIDGE University, LONDON

-Writing poems, short stories, play watching and play acting,

-Reading books in a wide range of subjects, starting from politics to poetry, science fiction to fairy tales and from philosophy to psychology

-Active interest in play acting, philanthropic activities, organizing cultural and literary activities on campus

Languages

Date of Birth

English, Hindi, Malayalam

8th April 1980

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