MALINI KAPUR

BW/**D, Shalimar Bagh, New Delhi-*10088

Mobile: +91-981*******

Email: adc1ep@r.postjobfree.com

A highly organized and detail-oriented Executive Assistant with over 19+ years experience with proven interpersonal, communications and multitasking skills in different projects. Maintains customer confidence and protects operations by keeping information confidential with administrative Writing Skills, Reporting Skills, Supply Management, Scheduling, Microsoft Office Skills, Organization, Time Management, Presentation Skills, Equipment Maintenance, Travel Logistics and Verbal Communication.

PROFFESIONAL EXPERIENCE

Highly efficient in managing VP’s Office:

Communication: Answer and respond to calls/emails, providing a high level of service; serving as all-around gatekeeper to the VP’s office. Responds on behalf of the VP at times and takes proactive measures where required

Facilitate meetings: Spreadsheets, Power Points, Board Reports, etc. Meet daily with VP to review schedule; ensures that materials for meetings are received on a timely basis and are relevant, complete and accurate

Travel Planning: Coordinate logistics/itinerary for the VP including support on Travel Planning and Travel Arrangements

Event Management: Coordinate conferences and manages corporate events and corporate entertainment ventures

Diary Management: Take a strategic approach in planning client meetings - proactive and flexible as schedules and priorities shift ensuring the most effective use of the VP’s attention and focus. Proactively monitor assigned executive’s schedules to identify conflicts and reach out for input / resolution before time or priority conflicts occur

Expense Management: Responsible for processing and completing expense reports

Administrative duties: Execute a variety of routine and complex administrative duties in support of the day-to-day operations of the VP

As the executive assistant to the VP, demonstrate reliability, diplomacy and professionalism at all times

Present Assignment

Currently working with Whirlpool Of India Ltd. as Executive Assistant (Deputy Manager) to VP & CFO India and VP & Asia FP&A Head since October 2019 onwards.

Worked with Whirlpool Asia as Executive Assistant (Deputy Manager) to CFO, Asia and VP Marketing & International Business, Asia South (Senior Leadership) from June 2015 – October 2019

Additional Responsibilities:

1.End to End coordination & arrangements for Off sites, Conferences & trainings

- Negotiations and budget control

- Location short listing

- ticketing, Visa, Hotel bookings, Forex, cab bookings

- event flow

- coordinating with travel agent with all the logistics requirements

- time management

- team engagement

2.Global visitors visit arrangements

- Sending Invitation letters

- helping with the itineraries and other logistics for their visit

- giving administrative help

- arranging snacks & lunches, dinner venues, City tour and visit to Agra

- helping with meeting materials

3.Day to day activities for bosses (both the VPs(Asia marketing & Finance))

- Getting approvals, signatures, invoice generating

- Expenses generation and reconciliation

- filing important docs

- helping with PPTs, excel and other official & personal docs

- Arranging conference calls both Audio and Video, Google hangouts

- Securing information by completing database backups

- Travel management for the both the VPs(Asia marketing & Finance) - Domestic & international

Worked with Whirlpool Of India Ltd. as Executive Assistant (Deputy Manager) to VP – Sales & Marketing from January 2011 – June 2015.

Responsibilities :

Primary EA-Related Activities

Receiving inputs and consolidating weekly call agendas

Minutes of meetings and following up on action plans

Calendar management & E-mail management

Compiling and analyzing data to prepare presentations, prepare and edit correspondence, communications and other documents

monitor, screen, respond to and distribute incoming communications

answer and manage incoming calls

Day to day support to reporting Manager

Working hand to hand with HR team to schedule interviews and other department needs

Handling Customer / TP escalation - Sales & Service

Event management and coordination – Sales Meet, conferences, Contests & offsites

Travel management, both for meetings and launches - Including foreign travel (ticketing, Visa, Hotel bookings, Forex, cab bookings)

Securing information by completing data base backups

Administrative coordination, covering:

Stationery requisitions

Documentation format circulation

Logistics support for meetings including managing Meeting rooms bookings

Organizing birthday celebrations & other celebrations in office

Inter department co-ordination

Vendor Management

Co-ordination with Regional Directors & Branch Managers

Arranging telecons and video conferencing

Arranging itineraries, meetings, gifts, etc., for visitors when required

Back-end support to Sales & Marketing team

Getting approvals, signatures, invoice generating, POs including in SAP

Additional Function-Related Activities

Exposure to Sales weekly calls

"Quick View" reports for Sales Leadership

Summary report for immediate access

Summary report for immediate access

Included data like targets by category, current volumes, branch performance & weekly tracker

Past Assignments

I-Comviva Technologies Limited

Group Company of Bharti Enterprises (Previously known as Bharti Telesoft Limited)

Deputy Manager - CEO's Office - December 2007 to October 2010.

Responsibilities :

Site Manager Activities

-Responsible for the overall new office site launch, which included getting the network connectivity link-up between the offices, seat allocation, shifting, branding, internal communication, cafeteria & housekeeping management.

-Responsible for site supervision including day to day activities related to store, stock, construction, handling contract staff and managing the site. Inter-department coordination with HR, Finance, Admin, IT and other related functions for site operations, site health, maintenance and general upkeep, employee welfare initiatives.

CEO’s Office Activities

-Provide comprehensive support for executive-level staff including scheduling different Unit Reviews, Functional Reviews, Staff Meetings, Sales Funnel Calls and Travel Management.

-Prepare meeting agendas, documenting the MOMs, and coordinate for achieving the desired action items.

-Proven track record of accurately completing research, reporting, information management, marketing, and business-development efforts within budget requirements.

-Screen and route basic internal and external communications. This includes fielding incoming telephone calls, as well as drafting and distributing memos, general letters, and e-mail communications.

-Closely working with different teams to get the various monthly reports generated.

-Communicating with marketing department regarding new Product launches updates and reports.

-Directed day-to-day office operations, providing fundamental support to CEO.

-Coordinating with various other departments like HR, Admin, Finance, IT for day-to-day activities.

-Employee Engagement, Employee Relation, Conducting Employee Satisfaction Survey, managing Fun@Work, Grievance Handling, cultural & Sports activities. Taking new innovative ideas for employee satisfaction.

-Coordinating conferences, Sales Meet, Customer Meet, other management offsites - CEO's Office and managing invoicing and billing processes.

-Compiling and analyzing data from monthly reports to prepare CEO’s presentations to executive management, Bharti Enterprises.

-Arranging skip level interactions with the CEO.

-Played key role in design of inter-office intranet, collaborating with Web developers to identify and define essential components of site functionality.

-Played key role in the successful rebranding (Name Launch) by closely working with the Marketing team.

II-Nokia

Team Assistant - May, 2006 to December, 2007.

Responsibilities :

-Assistant for Channel Development, Organized Trade and Operator Account Management - The Operators serve as an important channel for reaching the consumers. It is a channel where Nokia would like to contain the impact of competition, simultaneously protecting and strengthening its own distribution system. Organized Trade

includes distribution system with various stores like Subhiksha, Big Bazaar, Reliance Retail, Hot Spot etc.

-Event organization including trainings, materials, team building exercises, travel and logistics arrangements in India and Abroad, which also includes coordinating with various Hotels and other Event Management agencies for conferences. Major events organized include:

-RDS Meet 2007 in Kuala Lumpur, Malaysia

-Open Cluster Meeting held in Delhi in June 2007

-Handling travel management with coordination with the travel desk

-Generating MIS for Organized Trade for the Stores Sell-out. Emailing reports to the team members as per their requirements.

-Doing all the necessary administration jobs like vendor management, commercial, Import Logistics operations and coordinating with various other departments like HR, WR, finance, legal etc., for the same.

-Working closely with senior executives, understanding the business situation and also making monthly progress reports and presentations.

-Setting up meetings and sending meeting invites. Arranging conference calls both Audio and Video.

-Email Management: Checking of emails and taking proper actions.

III-HCL Technologies Ltd., Noida

Group Leader – Nestle Waters Powwow Ltd, UK (Finance Process) - April, 2004 to April, 2006.

Responsibilities :

-Making outbound calls for rental collection via credit cards, Bacs payment or Cheque details.

-Receiving inbound calls and resolving customer queries, being one point contact.

-Giving floor supervision to the team and motivating them to achieve the given targets.

-Making the team MIS reports and sending to the client in UK.

-Call monitoring of the team.

-Giving training on SAP to new joinees and also helping the team. (Also worked on Oracle).

IV-Kochhar & Co.-Advocates & Legal Consultants

EA to the Managing Director - October, 2003 to April, 2004.

Responsibilities :

-Assisting the Corporate Relations Department of the firm in client interaction, promotional activities and generally helping to maintain client satisfaction and also event management coordination.

- Attending all incoming calls for MD (local, national and international) and directing them to the concerned person/lawyer.

-Managing MD’s calendar and organizing meetings accordingly with the Lawyers- Clients.

-Handling all incoming and outgoing couriers, e-mails and faxes.

-Complete In-house Administration & helpdesk management (Transport operations, Cafeteria, Stationery, Internal & External event management, Hotel booking & Travel management, Medical facilities & assistance).

V-Maurya Sheraton, ITC Group.

Guest Service Agent (Reservations) at Front Office - October, 1998 to August 2001.

Responsibilities :

-Events coordinated included

-Former US President Bill Clinton visit to India

-Other higher authorities, chief ministers’ visit and many other events.

-Taking room reservation requests on the phone, by fax, online Sheraton worldwide system and inputting in the system with confirmations accordingly.

-Coordinating with Sales team, F & B other departments for conference requirements.

-Also responsible with the bookings in other ITC & Sheraton international properties.

-Assisting Front Office Manager with his day-to-day requirements.

-Generating and analyzing monthly reports and sending the same to the Reservation Manager, FOM and other heads.

Achievements

Received Appreciation letter and rewards for single handed managing the Sales Meet and other events with over 100 plus participants – Whirlpool India

Received Appreciation Letters from the Vice President & Country General Manager - Nokia India for the RDS Meet.

Received Appreciation letter and reward from the SVP, Channel and Business Development - Nokia Finland for Open Cluster Meeting.

Received Appreciation Letters and Reward & Recognition from HCL based on my performance.

Received appreciation letter and got promoted in 3months - Kochhar & Co.

Received Appreciation Letter and Reward from Vice President & General Manager - ITC Maurya Sheraton for former US President Bill Clinton conference arrangements at ITC Maurya Sheraton Hotel & Towers.

Personal Details

Date of Birth February 12, 1975

Qualifications

Done Post Graduation in Marketing & Sales Management in 1997 from Sardar Patel College of Communication & Management, Bhartiya Vidya Bhawan.

Graduation (B.Com Hons.) from Delhi University in 1996 from Janki Devi Mahavidyalaya.

One year Diploma in Information System Management (DISM) from APTECH, Pusa Road.

Malini Kapur

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