Executive Assistant Manager
Resume:
Nirva Kapadia
Executive Administration and Support
CONTACT
Plot 19, Sector 8, Jijamata Nagar,
Ghansoli, Mumbai – 400701.
t. +91-982**-*****.
e. **********@*****.***
EDUCATION
Post Graduate Diploma in Tax
Management
Veer Narmad South Gujarat
University, Gujarat, Surat, India
2001 – 2002
Bachelor of Commerce
Veer Narmad South Gujarat
University, Gujarat, Surat, India
1997 – 2000
SKILLS
Attention to Details
Strategic Orientation
Dealing with Ambiguity
Customer Focus
Team Leadership
Negotiating
Presentation Skill
Impact and Influence
Analytical Thinking
Project Planning
Business Systems
IT SKILLS
Microsoft Office
SAP R/3 (FI Module), Tally Dealing
Lotus Notes 8.5
Nexus
CMT Add-in for Outlook
Circuit
PROFILE
Highly motivated and energetic professional with an experience of 14.5 years in General Administrative Operations and in providing support to senior management, Innovative thinker & well organized with excellent interpersonal, communication and organizational skills; cheerful, enthusiastic & innovative with experience in managing stringent deadlines.
EXPERIENCE
Executive Assistant/Secretary 2008 – Present
Siemens
Growth Path/Deputation
Sep'08-Sep'15: Siemens, India
Apr'16 –Sep'18: Executive Assistant, Siemens SAE, Egypt Since Aug'19: Executive Assistant, Iraq Project (with the contract of INP) Account Assistant
Kanerial Granito Ltd 2006 - 2008
Essar Construction Ltd 2004 – 2006
Professional Experience
Tracking all official correspondence, scheduling & managing appointments, keeping track of commitments, making travel arrangements, discuss upcoming engagements, invitations & other requests.
Actively coordinating meetings; attending meetings and developing accurate
& timely reports.
Effectively organizing and coordinating office operations & procedures
Preparing event & expense budget by working in close coordination with Manager
Searching travel options both at domestic & International level and identifying best deals with respect to bookings & reservations along with other administrative activities, this result in cost savings
Optimizing the performance of the Executives Desk while streamlining the day-to-day task such as general administrative tasks, travel schedule and bookings, cost effectiveness
Providing administrative support to the Top Executive and supported in developing the goals & policies of the organization
Coordinating entire gamut of secretarial functions for senior management and managing all areas of his personal & confidential matters including official correspondence, appointments, travel arrangements, calendar management
Ensuring that employees are well equipped with basic amenities, training & resources required for work
Tracking the competitor activity in order to maintain the most competitive rates
Compiling various reports with respect to Sales & HR and shared the same with the Senior Management.
Professional Experience
As Travel Manager/Planner
Managed:
o Booking of international and domestic air tickets for expatriates/delegates and office staff (on site staff 150) through travel desk and in case of urgency directly through airlines. o Camp (accommodation for 110 Camp Houses, two cruises) handling and Travel Concept (16 Buses and 5 Cars).
Managed calendar of appointments of the Line Manager
Ensured appointment logistics and preparation requirements, follow-up and record keeping
Updated, distributed and ensured readiness of documentation for each appointment
Prepared visa application documents & FRRO documents As Commercial Admin. Coordinator
Prepared and maintained:
o Correspondence (e-mails, memos, letters)
o Relevant information (reporting)/MIS
o Documents/material
Organized travel matters-ticket booking, hotel reservation, cab booking & expenses
Coordinated with departments for weekly and monthly reports and compilation of the same
Organized travel matters - Booked the International Tickets and Hotel for the incoming and outgoing Expatriates
Collaborated/managed information matters with internal/external departments/units
Maintained site correspondence by using the programme Lotus Notes
Engaged with camp (accommodation for 210 camp houses) and travel concept (25 cars and 6 buses)
Highlights:
Played a key role in attending day-to day meeting, monitoring and generating business performance reports, documenting & floating the MOMs
Coordinated with Functional & Unit Heads while generating & evaluating the MIS reports including the collation and compilation of reports) while presenting the same to the top management
Previous Experience
Handling cash and preparing cash vouchers
Handling T.A.D.A of employees and reimbursement process
Handling monthly fuel expenses and managing reimbursement process
Maintaining inward register of vendor invoices
Approving the invoices of vendors and maintaining their accounts
Preparing cheques and maintaining bank entries
Maintaining cashbook
Communicate with employees and vendors based on business requirements
Preparing cash flow statement for management review
Undertaking account reconciliation
PERSONAL DETAILS
Date of Birth: 23rd January 1979
Passport No: M3902013
Languages Known: English, Hindi, and
Gujarati
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