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Executive Assistant Manager

Location:
New Delhi, Delhi, India
Salary:
24000 usd p.a.
Posted:
February 28, 2020

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Resume:

Neha Sumit Bajaj

E-, Second Floor, Malviya Nagar, New Delhi - 110017 ● +91-981******* ● adb1gv@r.postjobfree.com

Executive Assistant/ Travel Manager/ Office Manager/ Admin Manager

Highly competent professional who can be trusted with even the most confidential projects. Excel in turning disorganised environments into smooth-running operations and overhauling administrative processes to improve accuracy and efficiency. Self-starter and quick learner who always exceeds expectations. Proficient with Office based tools like Office Suite, Windows etc.

Areas of Expertise

●Managing Calendars and appointments

●Strong background in Travel Arrangements

●Planning Corporate Events and Meetings

●Managing Files Records and documents

●Competent in Facility and soft services Management

●Ability to multi-task effectively in fast-paced environments

●Vendor Management

●Training and supervising personnel

●Performing Accounting Functions and Budgeting

●Developing policies and procedures with proper control points

●Preparing correspondence and reports

●Managed all professional and personal affairs for Expats

●People Management

Professional Experience

William Grant & Sons India Pvt. Ltd - Office Manager Feb’15 – Sep’15

Reporting to the India head. Taking care of the whole administration department solely.

Executive Assistant Role: Enabled Country Head to become more productive by handling a wide array of executive office tasks including screening phone calls, preparing correspondence and memos, and creating new processes and procedures. Maintained strict confidentiality with sensitive information, financial documents, client records and personal matters. Coordination with counterparts in other locations. Organizing and managing his diary meetings & appointments, dealing with letters, agreements, his emails, his expense sheets, reimbursements, his bank statements. Taking care of his personal requirements like managing his outsourced staffs like drivers, cook, housekeepers, his family’s personal requirements etc.

Office Management: This comprises of General Administration - Vendor management, billing clearances, payment follow up, negotiations, vendor agreements and empanelment, arrangements of conference, parties and meetings, client visits, procurement, stationery, supplies, printing works, documentation, filling, admin policy and procedure, pantry management, etc.

All India Purchase Manager: Handling all India purchases - both IT & Non IT for both the offices in India. This includes taking recommendations from various committees, arranging 3 quotations from Vendors, comparing and obtaining the best quote, Finalising the vendor, obtaining required approvals and arranging PO’s for the purchases. Coordination for Performa invoices, advance & other payment follow ups with maintaining the asset list and issuance to employees are other inclusions of this role.

Facility Management: Supervision on housekeeping, security, Pantry management, Plumbing issues, Electrical issues like maintenance and AMC’s of ACs etc is to be taken care off. Ensuring Internet connectivity, laptop issuance/ ordering, asset management etc. Managing office boys and their salaries.

Travel Desk: Handling travel desk for the whole company which includes VISA processing, international – domestic ticketing, hotel & cab bookings thru travel partners etc. Coordination with counterparts in other locations to obtain invitation letters and other visa requirements. Ensure proper coordination for hotel bookings and cab bookings for the visitors/employees as per the travel plans. Applying for visa's through travel agents on behalf of employees/ visitors etc., providing passport. Invoices and billing clearances related to travel domain, payment follow up, vendor management, Vendor/ Airlines/ Travel agents Agreements, all related documentation and filing, Forex requirements are other areas that are also been taken care off.

HR Functions: Coordination for joining formalities, managing the attendance, employee deductions, organising various awards and recognitions, birthday celebrations etc.

Rightster India LLP - Office Manager Nov’12 – Aug’14

Reporting to the CTO. Taking care of the whole administration department solely.

Executive Assistant Role: Enabled Centre Head to become more productive by handling a wide array of executive office tasks including screening phone calls, preparing correspondence and memos, and creating new processes and procedures. Maintained strict confidentiality with sensitive information, financial documents, client records and personal matters. Coordination with counterparts in other locations. Organizing and managing his diary meetings & appointments, dealing with letters, agreements, his emails, his expense sheets, reimbursements, his bank statements.

Office Management: This comprises of General Administration - Vendor management, billing clearances, payment follow up, negotiations, vendor agreements and empanelment, arrangements of conference, parties and meetings, client visits, procurement, stationery, supplies, printing works, documentation, filling, admin policy and procedure, cafeteria management, etc.

All India Purchase Manager: Handling all India purchases - both IT & Non IT for both the offices in India. This includes taking recommendations from various committees, arranging 3 quotations from Vendors, comparing and obtaining the best quote, Finalising the vendor, obtaining required approvals and the issuing PO’s for the purchases. Coordination for Performa invoices, advance & other payment follow ups with maintaining the asset list and issuance to employees are other inclusions of this role.

Facility Management: Since working out of a business centre, supervision on housekeeping, security, Pantry management, Plumbing issues, Electrical issues like maintenance and AMC’s of ACs etc is to be taken care off. Ensuring Internet connectivity, laptop issuance/ ordering, asset management etc.

Travel Desk: Handling travel desk for the whole company which includes VISA processing, international – domestic ticketing, hotel & cab bookings thru travel partners etc. Coordination with counterparts in other locations to obtain invitation letters and other visa requirements. Ensure proper coordination for hotel bookings and cab bookings for the visitors/employees as per the travel plans. Applying for visa's through travel agents on behalf of employees/ visitors etc., providing passport. Invoices and billing clearances related to travel domain, payment follow up, vendor management, Vendor/ Airlines/ Travel agents Agreements, all related documentation and filing, Forex requirements are other areas that are also been taken care off.

HR Functions: Screening resumes, sending it across to seniors for review, short listing the candidates & aligning them for the interviews. Coordination for stock letters, managing the attendance, employee deductions, organising various awards and recognitions etc.

Swatch Group India Pvt. Ltd. - Executive Assistant June’10-June’12

Provide a full range of support services for country manager. In charge of the following areas:

Handling Country Manager’s Office: The job profile includes screening telephone calls and handling inquiries related to country manager’s office, organizing and managing his diary meetings & appointments, dealing with letters, agreements, his emails, his expense sheets, reimbursements, his bank statements etc. Assisting the country manager in MIS related to PR and marketing data useful for management decisions and strategies.

Travel Desk: Handling travel desk for the whole company which includes VISA processing, international – domestic ticketing, hotel & cab bookings thru travel partners etc. Coordination with counterparts in other locations to obtain invitation letters and other visa requirements. Ensure proper coordination for hotel bookings and cab bookings for the visitors/employees as per the travel plans. Applying for visa's through travel agents on behalf of employees/ visitors etc., providing passport, FRRO’s, PIO cards and visa extensions – assistance. Invoices and billing clearances related to travel domain, payment follow up, vendor management, Vendor/ Airlines/ Travel agents Agreements, all related documentation and filing, Forex requirements are other areas that are also been taken care off.

Administrative Handlings: Taking care of the client visits starting from their pick up n drops, hotels, name tags, welcome boards, food, corporate gifts, travel arrangements, etc. Managing Expats & their requirements. Taking active part in celebrations like Birthdays, Diwali and New Year parties, Diwali gifting etc. Making the committee for all these activities and ensuring all decisions are taken as per the management guidelines and budgets. Managing companies Offsite starting from evaluating options to hotel booking to transportation to Gala Dinner requirements to Gifts & Prizes arrangements etc.

Administrative Coordinator

Reporting to the CFO (German National) and managing below mentioned areas.

Handling Reception and visitors: This includes handling the EPABX system, updating the EPABX system, Screening telephone calls and diverting as required, handling inquiries, managing visitors, maintaining the decorum and ambience of the front office. Arranging for meetings, booking conference rooms, sending mailers for Birthdays, offs etc. Maintenance and timely updating the extension and contact lists for employees.

Office Management: This comprises of general Administration - Generating Purchase orders, invoices and billing clearances, payment follow up, vendor management, Vendor Agreements, Arrangements of conference, parties and meetings, client visits, procurement, stationery, supplies, printing works, office boy salary management, documentation, filling, floral arrangements, maintaining first aid box, admin policy and procedure, taking care of horticulture, checking records etc. Basically soft services management of three facilities - the corporate office, the service centre and the warehouse.

Facility Management: This denotes managing housekeeping, security, Pantry management, Plumbing issues, Electrical issues like maintenance and AMC’s of ACs, Periodic pest control and their AMC’s, Repair and maintenance of electrical appliances like Refrigerator, Water dispensers, Microwave, Coffee vending machines etc. Basically hard services management of three facilities - the corporate office, the service centre and the warehouse.

Aptara - Executive Assistant Jan’09-May’10

(Formerly known as Techbooks International Pvt. Ltd.)

Reporting to the Country Head (American Expat).

Handling Country Head’s Office: Enabled Country Head to become more productive by handling a wide array of executive office tasks including screening phone calls, preparing correspondence and memos, and creating new processes and procedures. Maintained strict confidentiality with sensitive information, financial documents, client records and personal matters. Handling travel desk for the whole company which includes VISA processing, international – domestic ticketing, hotel & cab bookings thru travel partners etc. Coordination with counterparts in other locations. Organizing and managing his diary meetings & appointments, dealing with letters, agreements, his emails, his expense sheets, reimbursements, his bank statements. Taking care of his personal requirements like managing his outsourced staffs like drivers, cook, housekeepers, his family’s personal requirements etc.

Birlasoft (India) Ltd - Executive Administration Nov’07-Dec’08

Reporting to AM Administration and job profile included majorly office and facility management of corporate office having 400 employees. This corporate office was handled in all by three employees one was the Assistant Manager and then two executive level administrators.

Office Management: This comprises of general Administration - Generating Purchase orders, invoices and billing clearances, payment follow up, vendor management, Vendor Agreements, Arrangements of conference, parties and meetings, client visits, procurement, stationery, supplies, printing works, office boy salary management, documentation, filling, floral arrangements, maintaining first aid box, admin policy and procedure, taking care of horticulture, checking records etc. Basically, soft services.

Facility Management: This denotes managing housekeeping, security, Canteen management, Plumbing issues, Electrical issues like maintenance and AMC’s of ACs, Periodic pest control and their AMC’s, Repair and maintenance of electrical appliances like Refrigerator, Water dispensers, Microwave, Coffee vending machines, Bain marries etc. Basically hard services management.

Fiserv India Pvt. Ltd. - Front Office Executive June’06-April’07

Reporting to Senior Manager Administration. Following were the inclusions.

Handling Reception and visitors: This includes handling the EPABX system, updating the EPABX system, Screening telephone calls and diverting as required, handling inquiries, managing visitors, maintaining the decorum and ambience of the front office by taking care of housekeeping, floral arrangements, first aid box etc. Arranging for meetings, booking conference rooms, sending mailers for Birthdays, offs etc. Maintenance and timely updating the extension and contact lists for employees.

Coordination for HR Department: Coordinating with HR for interview process, helping HR in the smooth functioning of interview process, arrangements of conference, parties and meetings, settlement of new joiners, security and access cards, ID cards, seat allocation etc.

Education

PGDM in HR & Marketing (Dual Specialization) from IMT CDL, Ghaziabad.

Post Graduate Diploma in Animation & Multimedia from C-DAC (2004).

Completed Graduation in B.Com (H) from Delhi University (1999-2002).

Completed 12th from C.B.S.E. Board, Air Force Bal Bharti School (1998-99).

Cost to the Company & Notice Period

Last CTC: Rs 8.20 Lakhs

Expected CTC: Rs 10 Lakhs or $500 weekly

Notice Period: Immediate Joiner



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