Gargi Choudhury

Mobile: +91-983******* ~ Phone (R): +91-33-233***** ~ E-Mail: ada09q@r.postjobfree.com

Seeking managerial assignments in Secretarial Functions/ General Administration with an organisation of repute

Executive Summary

oDiploma in Secretarial Practice with proven experience in Secretarial Functions, General Administration, ability to multi-task and prioritize workload.

oDeft at dealing with the general administrative activities, assignments related to human resource assignments.

oA keen communicator with the ability to relate to people across all hierarchical levels in the organization. Deftness in maintaining harmonious industrial relations among management and workers through efficient administration and resolution of employees’ grievances.

oSound knowledge of business correspondence [electronic & paper] e.g. appropriate formatting, drafting and letterhead printing,

oStrong work tenure of experience supporting C-Level Executives.

Areas of Expertise

People Management

Calendaring

Vendor Management

Travel Management

Appointment Scheduling

Office Administration

Email Management

Business Communications

Data Management

People Management

Expenses Management

Career Contour

Jan 2019–till date with Minchem Impex India Pvt Ltd. as Executive Assistant – Assistant Manager

Accountabilities

Manage agenda for the meetings and appointments - Attending key leadership meetings and taking minutes. In conjunction with the leaders, create agendas for these meetings, drive key actions, follow up, and circulate minutes.

Schedule meetings across time-zones (India and Singapore) for the Director.

Calendar Management - Provide day-to-day strategic support to the Director which includes the preparation and routing of reports, documents, emails, presentation decks, ad hoc data requests, dashboards, etc.

Help with travel arrangements & accommodation - arranging complex and detailed travel plans, itineraries, and agendas and compiling documents for travel-related meetings.

vendor management

Managing travel itineraries- Plan & coordinate with external travel agency or internally, manage the processes for the visa, itinerary, tickets and forex for foreign travel and providing assistance with forex settlement on return, Hotel Reservations, and Cab booking.

Reimbursements and Expense management- Expense Reports Consolidation & timely submission of bills/expense statements,

Payment follow ups

Provide general administrative support.

Various approval thru SAP gateway.

Hand on experience in setting up new office in overseas location and locally also.

March 2018–Dec 2018 with Bengal Shrachi Housing Development Pvt. Ltd .as Executive Assistant – Assistant Manager- (On the payrolls of Shrachi Burdwan Pvt Ltd.)

Accountabilities

Administrative and functional activities:

Review and sort paper-based and electronic mail, identify action required and take action where appropriate.

Manage calendar / diary activity, including coordination of appointments for executives as well as rescheduling.

Follow up for getting MIS reports from other departments.

Maintaining records / files of confidential nature.

Appointments with visitors and any other person seeking appointment with the Director.

Prepare set of documents that Director might need for a meeting and sign offs.

Follow up of routine work from Director’s office.

Travel Management: End to end travel planning and related arrangements for the Director and his family members & business partners like arranging for tickets, hotel, guest house, car, etc. with an eye on the cost.

Liaising with Bank.

Preparation and collating of Project Status Reports for review meetings.

Handle all visitors and calls of the Director so that his office functions smoothly.

Extending hospitality to important guests and arranging and facilitating their business schedules, fixing appointments etc.

Office Management:

oPreparation for Meetings.

oTaking the minutes of the meeting and circulating the same.

oFollowing up for closure of activities with respective departments

oTimely feedback on pending items.

oMaintain an adequate inventory of office supplies.

oRecord Keeping:

oEnsuring meticulous data management & record keeping.

oMaintain the general filing system and file all correspondence.

oSubmit reimbursements to Accounts and monitor payments.

Sept 2013–Feb 2018 with Dishnet Wirless Ltd (Aircel) Kolkata as Executive Assistant

Accountabilities

Meeting Management

oPrepare meeting agendas, MOMs and carefully monitor all action items.

oTracking / follow-up on issues, coordinate with management team to ensure timely closure of issues.

Email & Calendar Management

oResponsible for calendar management, requiring interaction with both internal and external executives to coordinate a variety of complex executive meetings.

oScreen all email messages and proactively take action on critical tasks.

oHands on SAP.

Travel Management

oApplication and Visa renewals, travel letters, accommodation and logistics.

oExpense management.

oUpdating the company portal with travel request and travel settlements.

oPreparing travel Claims of CBH for RBH approval and coordinating the same with finance post approval.

oCoordinating Travel/ Stay requirements with Circle Admin as and when required incl. arranging Market visits.

Internal communications

oDrafting emails & communication on behalf of the Top management.

oInvolved with PR and internal communications team. Drafting emails on daily basis keeping internal communication team in loop.

oReview and summarize miscellaneous reports and prepare background documents as necessary.

oHandling Circle/Regional Business Head East’s office.

Nov 2010 –Nov 2011 with Precision Engineers & Fabricators Pvt Ltd., Kolkata as Secretary

Accountabilities

oIndependent supervision of the MDs office and provide effective and responsive administrative and business.

oSupport to him on day-to-day business operations, operating rhythm and related activities.

oCalendar Management.

oPrioritizing meetings and actionable and independently handling time management for the GM.

oCoordinating and prioritizing the daily activities of the MD& performing the administrative functions in support

oof the MD.

oManage and maintain travel schedule of the MD. Independently manage internal communication and drafting

oof business correspondence on behalf of the MD.

oArranging meetings, training programs & fixing up appointments with customers, vendors.

oRecord Management: Keeping systematic filing so as to prevent loss/ mutilation of data.

oFollow-up: Following up with people for various issues & targets as instructed by MD and providing feed back

oto him.

oCollecting and collating daily MIS Report for MD’s reference.

May’08 –Mar’10 with Connectiva Systems India Pvt. Ltd., Kolkata as Resource Coordinator

Accountabilities

oDrafting letters, preparing business reports, executive summaries of lengthy reports.

oMaintaining & updating various repositories & databases.

oMaking travel itineraries, coordinating with the travel agencies for arranging air tickets, passport, visas and hotel booking.

oArranging for Conference, Board Meetings, Correspondence Mails, Circular, Notice for all the employees and maintaining Minutes of Meetings.

oChecking the Voice Mail, E-Mails and responding back.

oPerforming weekly management reporting for all the projects where resources are working as per their

outilization.

oImplementing Time Sheet Review process in team along with preparing reports regarding progress of the projects.

oCreating hiring plan based on the resource requirement given by management and upcoming projects for the team.

oArranging the induction session for new joiners and managing the travel planning for resources.

oCoordinating with travel desk in order to make arrangements for travel along with estimating the release date of the resource, so that resource planning for the subsequent projects can be made.

oManaging the recruitment of the team.

oPreparing monthly team activity report.

oImplementing CMMI certification.

oCoordinating Training Programmes

Aug’07- May’08 with Infinity Infotech Parks Ltd., Kolkata

Growth Path:

Executive Assistant to General Manager Aug’07-mm’yy

Assistant Manager mm’yy- May’08

Accountabilities

oTaking dictations in length and screening mails and reply for the same.

oAssisting in preparing presentations, MIS Statements and collecting monthly / weekly status reports for management meets.

oManaging travel and filing of documents and maintaining records (on line and offline).

oCompiling data into final report to be presented to upper management for approval.

oConsolidating manpower needs received from departments establish a plan for fulfilling these needs through recruiting, training & promoting.

oIssuing Offer Letter, Communication of Salary Break Up, Taking Acceptance of Offer, Joining Formalities, Formal Induction and handing over the resource to particular department after induction.

oManaging the issue of Confirmation Appraisal Form and confirmation letter on time.

oCreating the appraisal database and providing inputs for the appraisal review like salary review sheet and list of high / low performers.

oCoordinating training programs (technical & non-technical) on need basis.

oOrganizing training sessions conducted in-house, and plan the participation of employees in external seminars.

oDesigning different questionnaires for internal employee survey.

oGenerating Pay sheet report and Deduction report.

oHanding over of the Full & Final clearance to the Finance department along with issuing Relieving Letter and Service Certificate.

oCreating and maintaining a database with the probation and confirmation details. Keeping tack of their joining details and issuing probation/ confirmation letters based on the appraisal of the personnel.

Feb’05- Jul’07 with Bengal Greenfield Housing Development Company Ltd., Kolkata as Executive Assistant to the VP

Accountabilities

oFiling of documents and maintaining records (on line and offline).

oTaking dictations in length and screening mails and reply for the same.

oPreparing purchase orders and handling office automation equipments: faxes, making photocopies, scanning, etc.

oMaking arrangements for Conference, Board meetings, Correspondence Mails, Circular, Notice for all the employees and maintaining Minutes of Meetings.

oProcuring stationary & printing material along with liaising with vendors and public interface.

Nov’02- Jul’04 with Diadem Technologies Pvt. Ltd., Location as Office - Coordinator

Accountabilities

oManaging customer support activities such as presales enquires payment follow-ups, billings and various administrative details.

oHandling variety of administrative support duties, managing complex calendars, arranging meetings/travel

oWorking as the main point of contact for customers calling the office. Assist with customer queries where possible and forward any further queries to the appropriate representative.

oScreening telephone calls and responds accordingly.

oLiaising with vendors and public interface and handling office automation equipment such as faxes, making photocopies, scanning, etc

Academic Credentials

2002 Certification in Graphic Designing & Web Designing from Arena Multimedia, a sister concern of Aptech Ltd., Kolkata

1999 Diploma in Secretarial Practice from YWCA of Kolkata, India

1999 B.Sc. from Calcutta University

2018 Diploma in Photography.

IT Skills

oProficient in Microsoft Office (Outlook, Word, Excel, and Power Point), Social, Media web platforms, Adobe Photoshop, Outlook Express.

oExposure in working with SAP.

Personal Dossier

Address: BB 12 Flat No. G, Salt Lake, Sector –1, Kolkata 700064, West Bengal, India

Linguistic Abilities: English, Hindi and Bengali

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