Office Manager/Executive Assistant

Lorraine Monte (Ms)

C-**, Housing Society

South Extension Part I

New Delhi – 110 049 INDIA

Contact No: Mobile No. 886*******

e-mail add: ********.*****@*****.***

Professional Objective

I am a versatile Executive Assistant cum Office Administrator seeking a challenging assignment in a congenial work atmosphere. My strengths lie in excellent interpersonal and communication skills together with an innate desire to perform successfully.

Summary

I bring with me rich experience in interacting with people at all level particularly Senior Management. I have worked in an environment that constantly produced challenges both with internal as well as external customers. My strengths are:

oExcellent Communication skills

oExcellent interpersonal skills

oAbility to fit into a team

oOrganising social events

oAbility to work under stress

oWorking on all Travel Logistics. (Hotel/Car arrangements/Agenda/etc)

oMeet deadlines

oAbility to adapt to new situations

oAbility to work in a multi-cultural international environment

oPositive attitude, confident and very committed

Career Highlights and accomplishments (Siemens)

oSingle-handedly organised an Asia Pacific All Heads conference. Effectively planned, coordinated with all Heads to zero in on a mutually agreeable date and agenda. The conference was over a period of 2 days. My tasks entailed – co-ordinating with the participants, scheduling, implementing and facilitating the entire conference. Also organised sightseeing tours for the participants as it was their first visit to India.

oOrganised innumerable Town Hall Meets for the entire staff. These meets were on a quarterly basis to keep the employees informed of the performance of the organisation – globally and in the country. This entailed – co-ordination and follow-up and with the different Department Heads including headquarters in Munich Germany for the presentations to be run in course of the Meet. Additionally I also put together the presentation for the Special Achievers. Other key responsibilities included allotting suitable time slots for all the presenters. Sending out the invitation to all employees. Compiling the presentations. Making sure the logistics were in place.

oIn Siemens it was customary to follow a ‘Calendar of Events’. It was my responsibility to organise all the events. These included the Executive Management Meetings, Quarterly Review Meetings, Department Meetings, Open House (with a selected group of employees), Town Hall Meets, etc.

oWorked with a team to organise the ‘Launch of SPCNL’ (Siemens Public Communications Networks Ltd., Gurgaon). Identified Top clients, coordinated with the Event Management Team for Event, venue, items, invitations, etc.

oI was also responsible for facilitating guests of the Management team, organised all the ‘Welcome’ and ‘Farewell’ events for the organisation.

Key Performance Areas as EA

My professional experience gained from working in the top MNCs of the country – like Siemens, ITC, GEC, Alcatel-Lucent have equipped me to successfully handle a variety of tasks to the utmost satisfaction of my superiors and subordinators alike. These include the following:

oIndependently handling all office correspondence.

oMaintenance of filing system, indexing and follow up.

oHelping HR & ADMIN in counselling younger staff members whenever a problem.

oMaintaining the Organiser, Calendar, etc.

oHandling all arrangements for business tours and scheduling of appointments.

oGeneral office administration including preparation of expense reports and other financial documents.

oPlanning and executing tasks related to hosting of social events and business meetings from time to time.

oProficiency in the use of computers and related office machinery

oOrganising All Hands Meet – Coordinating with all managers, preparing agenda and compiling all presentations for the meeting

oProviding relevant background material/assistance before meetings.

oOffice Administration – office maintenance, Travel arrangements (Car & Hotel), organising conference rooms, organising luncheons/dinners, etc. etc.

oClearing all bills – Credit Statements/Official and personal and advance account.

oPrice negotiations with hotels and other vendors(Rooms, Parties, Gifts, etc)

oFollow up with various departments/parties for clearing of bills and accounts.

oMaintaining secrecy and confidentiality in office matters.

oComplete facility management and Office administration

oOverseeing of the Drivers and office helpers (salary/OT, etc)

oHelp with the HR – Recruitment & Welcome orientation.

Key Performance Areas in Administration

Ensuring the various facilities in working condition

Ensuring timely action on repair and maintenance work

Execution of jobs, payment of bills

Effective supervision of staff reporting to me

Attending to emergent needs.

Accountable for all admin. Staff, Admin Assistant, Receptionist, Drivers, Office Aids, etc.

Processing of bills for payment – Electrical, Water, Agents, printers, etc.

Supervising the storage of old records in Godown

Supervision and regulation of Staff Transit Accommodation

Supervision of renovation and maintenance work of company owned premises

Miscellaneous purchases e.g. gifts, uniforms, etc

Arrangement / Supervising of bookings for travel

Ensuring premises security and control over movement of men and material

Maintenance and cleanliness of premises and areas around it, including management of the sourced agency and its staff

Ensuring working order and maintenance of various facilities in the building – Vehicles, ACs, invertors, etc.

Handling of Petty Cash for office supplies, repairs, etc. etc.

Work Experience/Profile

July 2016 till date Singh & Singh Lall & Sethi EA to Managing Partner

Oct’14 – June ’16 Free Lancing - Secretarial work) with NGOs

-IPPF

-Family Welfare NGO

Mar ’08 – Sep ‘14 Alchemist Ltd. EA to CFO

Sep.’07 – Feb ‘08 Alcatel Lucent India Ltd. EA to Director – SC & P

1992 – Jun ‘07 Siemens Ltd., New Delhi Sr. Executive Assistant to CEO

1989 – 1992 Max India Limited, New Delhi PA. to Controller – Commercial

1987 – 1989 I.T.C. (Branch Office), Kanpur, UP Secretary to Branch Manager

1982 – 1987 G. E. C. (Branch Office) Kanpur, UP Secretary to Branch Manager

1979 - 1982 I.T.C. Calcutta, WB Stenographer to General Manager

Education

Schooling - Loreto Convent Lucknow.

1988 Master of Arts in English Literature from Kanpur University.

Professional Qualifications

1980Passed my Secretarial Course (including London Shorthand Exam) from Suffee Commercial College, Calcutta, West Bengal

1991 Diploma in Management from Indira Gandhi National Open University, New Delhi

Seminars/Workshops

I have attended numerous seminars and workshops related to my work profile, communication skills, computer applications and general management topics during my service with various organisations.

Date of Birth 26th March 1960

Contact this candidate