Executive Assistant Office

SHWETA

WZ ***/M* Agrim Apartment Flat no. *** Basai Dara Pur, New Delhi 110015 **************@*****.*** +919*********

Summary

Resourceful Executive Assistant adapt at handling all requirements that are needed in a fast paced environment. This includes areas such as coordinating internal travel, organizing large-scale meetings, and managing third party vendors. Highly self- motivated with solid work ethics. Skilled at multi – tasking while maintaining focus on detail.

Highlights

Strong inter & intra personal relationship management can get work completed in time.

Ability to adapt to new surroundings, people and work culture.

Ability to learn quickly new processes, technology advancements, etc.

Mentoring and supporting fellow colleagues.

Office Organization (filing, research, scheduling, travel, calendar support)

Supply Management

Documents Development

Report Generation

Presentations

Experience (Total 10 Years)

Executive Assistant to Country Manager (Oct 2010– Till Date)

Apple India Pvt. Ltd. Gurgaon

Travel Management – Domestic & International travel (including hotel accommodations, airlines reservations, rental cars, Visa, off-site meetings) for Country Manager

Calendar – Maintain calendars by scheduling appointments, accepting/declining meetings, when appropriate and schedule conference calls and conferences as directed. Schedule meetings and request all necessary equipment, accessories, and food and beverages needed for meeting. Secure conference call dial-in numbers for attendees.

Reimbursement – Raise all expense report like hotel bills, phone bills, taxi bills, business meals, international travel bills etc.

Billing Process – Streamlining of billing process and ensuring all vendors are paid in time and within credit timelines. Providing supervisor with a daily log of bills received from vendor/short description/amount due, to keep track of payment schedules and ensure that all our vendors are paid within the credit timelines. Providing a statement of account spread sheet attached to the VPV (vendor payment voucher) where bills are received on consolidated basis for the fortnight/month.

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.

Petty Cash Handling – Ensuring that adequate cash is available and maintain the cash flow with advance planning. Record of every transaction for cash outflow with job codes.

Stationery - Availability of Stationery/Business Cards/Branded Letter Heads, etc. – To ensure adequate stocks is maintained and procurement for fresh stock made well in advance.

Facility Management and Housekeeping - Maintaining stock of pantry items, cafeteria items and front office/partner lounge items. Ensuring all equipment is functional. AMCs for equipment and services, where applicable. Repairs and maintenance, where required. Daily upkeep and cleanliness of the office.

New Joinee support – Responsible for joining formalities of new employees, their badge, credit card, business card, arrange stand by Macbook, iPhone and iPad and help the person until he/she settle down.

Cost management – Ensuring that a minimum of three quotations is 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.

Admin support for new joiners – seating, stationery, 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 –Make arrange for events like annual event, training etc. negotiate rate with hotel arrange tickets for employee arrange accommodation etc., Employee’s Birthdays, Diwali celebrations, staff gifts, corporate gifts, etc. Installation of various equipment’s i.e. LCD, music systems etc., when required.

Employee meals – Daily lunch and evening snacks for employees (Monday to Friday), within the budget allocated

Repository of information for all admin related matters – relationship managers for hotels and hotel information/contracted rates, preferred car hire vendors, courier agencies, mobile services, travel agency/implant information, florist details, courier facilities, Web-ex services, security services, parking arrangements for staff and clients, etc.

To take responsibility for the health and safety of self, staff and clients identifying recording and acting upon potential safety matters promptly and in accordance with organization’s policy and procedures.

Inventory Management Keep a tack of AOU (iPhone, iPad and MacBook) Maintaining records.

Ensuring functionality from Admin perspective for any new/additional office area, including coordination with vendor for supply of workstations/chairs, liaison with architect and contractor for interior work, etc.

Reports: MIS, Presentations,

Admin/ Hr officer

Employer: Brainvisa Technologies Ltd., Noida (Dec 2004 –Sep2006)

Administration-Executive

Employer: CMS Computers Ltd., New Delhi (Oct 2002- Nov2004)

Education

2 Years full time Diploma in Office Management (Business Administration)

Personal

Date of birth 10.06.1981

Marital status Married

Language Known English, Hindi

Nationality Indian

Email ************@*****.***

Passport No. P5446567 (expiry 2027)

NOC 2011 1241, 1221, 1411

Declaration

I hereby declare that the above mentioned details are true to best of my knowledge.

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