Manager Executive Assistant
Resume:
SHAVETA SHARMA
Mobile: +974-******** & +91-981*******
Email: ***************@*****.***
Accomplished Administration/Operations/Trainer/BDM Professional with over 11 years of experience Proactive, self-motivated and dynamic individual seeking position where excellent clerical and analytical skills will be fully utilized to improve the organization’s efficiency. Area of Exposure
• Trainer/Office Coordinator/ Executive Assistant
• Customer Service Team Leader
• Operation Manager
• Business Development Manager
• Admin/HR Coordinator
Career History
Facilities Management & Maintenance Company, L.L.C. Joint Venture of Qatar Airways and Ferrovial Doha – Qatar – January 2019 to April 2020
Administrative Coordinator Security, Transportation & Operations at Hamad International Airport (Qatar)
• Coordinating internal and external communications. Preparing charts and compile reports as needed and ensure that all files are complete and properly maintained.
• Coordinated all internal and external candidate interviews, prepared agenda, and hosted candidates upon arrival.
• Composed operations manual, meeting minutes, and intra-office communications.
• Provided international security briefings and insurance information for traveling staff.
• Coordinated events and provided oversight of promotional materials and newsletters.
• Preparing presentation for security department and other as department as if required.
• Responding to complaints and requests for information and assistance, interpret and explain procedures and policies pertaining to internal inquiries of staff.
• Monitored each cashier and notified any discrepancies to management and loss prevention.
• Assisted in screening new hires, conducted background checks, completed new hire paperwork. Conducted new hire orientation, maintained personnel files and payroll.
• Providing support to Visa’s executive protection and special event security management programs.
• Interacting and communicating with senior management on security requirements and provide recommendations.
• Handling sensitive information in a confidential manner & Handling Investigation report for airport staff, Preparing Statement.
• Arranging meetings with respective clients, maintaining data as per requirement and providing report to reporting manager on daily basis.
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• One on one discussions with employees regarding their problems & managing Employee Vacation & Leave Management.
• Screening / coordinating with potential candidates for interviews with Management.
• Actively involved in training/cross training of new and existing team members respectively for skill development.
• Developing administrative staff by providing information, educational opportunities and experiential growth opportunities
• Preparing and maintaining the error logs and creating dashboard for daily/weekly/monthly performance.
• Coordination with recruitment Manager and training Manager.
• Preparing charts for Investigation tracker & Immediate Notification Tracker. Scheduled meetings, prepared agendas, meeting notes and correspondences Maintained calendar and appointments for Executive Director.
• Checking and submitting DSS Doha Security Service invoices tracking and monitoring their attendances work also giving additional work if required. Regency Qatar Group Doha - Qatar
HR/Admin Coordinator (March 2018 – December 2018)
• Generating attendance report of each employee and manually maintaining All Employee details Compensation and Benefits – Enrolment of employees under Company health insurance policy.
• General Documentation, Master Data base Tracker for hiring / cancellation / Exit / Letter Release, Employee Attendance & Absentees report & Employee Salaries
• New employee joining formalities, Medical formalities for new employees, Food medical formalities, Credit Application work, Visa Tracking formalities, Checking of Visa availability and reporting, Coordinating with travel agent for air tickets
• Coordinating with Concerned personnel to arrange “Ok to Board Message, Process new employment visa, ID & Medical Card for recruit.
• Preparing / updating employment records related to hiring, transferring, promoting, and termination. Overseeing hiring process, which includes coordinating job vacancies, reviewing resume, and performing reference checks with respective consultants.
• Maintaining all paper work, Filing, (visa, medical food medical, payments, travel, exit staff, new hiring, credit application form, vehicle insurance paper, employee movement from one branch to other branch & all paper work formalities)
• Direct visitors to the appropriate person and office. Ensuring reception area is tidy and presentable, with all necessary stationery and material
• Providing basic and accurate information in-person and via phone/email
• Maintain office security by following safety procedures and controlling access via the reception desk. Initiated the process of negotiating with HOLIDAY INN / CROWN PLAZA and obtained excellent corporate packages for our group.
• Explaining HR policies, procedures, laws, and standards to new and existing employees
• Maintain computer and manual filing systems. Handled sensitive information in a confidential manner, Take accurate minutes of meetings
• Develop and update administrative systems to make them more efficient. Resolve administrative problems, receive, sort and distribute the mail, Answer telephone calls and pass them on, manage staff appointments, Oversee and supervise the work of junior staff.
• Work with a diverse team and doing conflict management to create a win-win situation in daily operations.
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HR EVENTS & CELEBRATIONS
• Co-ordinate with HR-team to organize Festival and Events.
• Participated in Reward Management.
Fiserv (India)
Operations Manager (December 2010 – August 2017)
Operations Assistant Manager/ (March 2008 – November 2010)
• Addressed customer service inquiries in a timely and accurate fashion. Also Linking facility management to strategy including workplace culture and branding.
• Coordination with recruitment Manager. Timely and error free verification of 1099 forms, financial requests, account maintenance.
• Maintained responsibility for recruiting, hiring, and training shift supervisors and seasonal
• Single point of contact for all communication with team regarding process related queries and updates.
• Directly trained, hired and supervised over 65 employees to meet company goals.
• Involved in the preparation of SOPs post migration of the process and timely editing the same with new updates using version controls.
• Implemented employee safety initiative with a 0% injury rate for over five years.
• Performing the root cause analysis of the complaints/incidents and loss mitigation with relevant control procedures.
• Analyses process workflow, employee and space requirements and equipment layout; implement changes.
• Maintain safe and healthy work environment by establishing, following and enforcing standards and procedures; complying with legal regulations.
• Work closely with GM and management team to set and/or implement policies, procedures and systems and to follow through with implementation.
• Communicate all operating policies and/or issues at department meetings.
• Responsibilities may include interviewing, selection and hiring; training new and existing employees; planning, assigning and directing work; authoring and discussing with employee’s performance appraisals; addressing employee performance and corrective action plans; employee motivation and rewards. Organizing the budget of the company in collaboration with the director.
• Communicate all operating policies and/or issues at department meetings.
• Update job knowledge by participating in educational opportunities; reading professional publications; maintaining personal networks; participating in professional organizations WNS – India
Operations Team Leader (March 2007 – February 2008)
• Scheduling and supervising staff members is a critical aspect of the operations team leader’s job, as are balancing the needs of the company with the desires of employees.
• Effective decision making during the lending and post close review of Mortgages and Mutual Funds. The process entails conducting a pre-funded analysis and entry of data of borrower in customized web-based application.
• Reviewing these data involves through view of loan documents covering Income, Assets, Liabilities and Real Estate Owned (REO) analysing and calculating to make sure that the info filled s correct as per guidelines. Training of new executives, daily team briefing weekly presentations and assigning roles and responsibilities.
• Profile also involves functioning as a Quality Checker. Review and analysis of Legal docs for business decisions based on various state laws.
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• Coaching and motivating teammates to meet and exceed expectations goes a long way toward building the operation team leader’s reputation. As the focal point of a workforce, the operations team leader’s success ultimately depends on the productivity of the group. Education
• Bachelor of Administration
• B. ED
• PGDCA
• Certificate of Health and Safety Induction
• Certificate of Personal Protective Equipment Awareness Course Computer Proficiency
• Proficient in MS-Office (Excel, MS Word and Power Point) & Certificate in Computer Applications from Institute of Computer Learning
Soft Skills
• Ability to deliver results under pressure.
• Flexibility and perseverance for goal attainment.
• Team Player with a “Can Do” attitude.
• Problem Solver
Achievements
• Been awarded Living Proof Awards (Level one) for Best Quality score throughout the first half of the year 2016
• Awarded "Quality Champ" for Resolving Customer's Issues and Queries
• Awarded "VIP" (Value in Performance) for the outstanding performance
• Awarded "Shining Star" for the excellent contribution in growth of Company. Hobbies
• Reading
• Dancing
Personal Information
• Languages: English, Hindi and Punjabi
• Indian National, holding Passport# M6939537 valid up to 30/03/2025 I hereby declare that all the above are correct to best of my knowledge. Date: Shaveta Sharma
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