Executive Assistant Manager
Resume:
Sreelekha Arjuna Kumar
addzcr@r.postjobfree.com
Career Objective
I am looking for a job that gives me scope of continuous learning, to grow with the organization, which leads to my personal development.
Nature of work
Secretarial
Administrative
Coordination
Key Skills
Calendar Management
Executive Administrative Assistance
MIS Tracking
Travel Management
Office and Facility Management
Vendor Management
Timesheet Management
Exhibition and Office event Management
Sales coordination
Present Organization : Working with Fluor Daniel India Pvt. Ltd, Infinity Tower B, 6th Floor, DLF Cyber City, Gurugram – 122002 as an Executive Secretary reporting to General Manager – Engineering since September, 2015.
Job Responsibilities
Calendar Management in Lotus Notes
Managing Appointments and arranging Meetings
Making Minutes of Meetings and its follow up for on time completion of tasks.
Arranging Conference calls and Video Conferences.
Booking of Conference rooms and V.C. rooms in RRD software
Ensuring the appropriate documentation is accessible in a timely manner
Travel Management – Arranging Visa, flight tickets, hotel reservation, Forex, cab booking, etc.
Time Sheet Management
Preparing Travel Authorization forms, Expense Reports and ensure the timely payment of Credit card bills.
Auditing the Expense claims of Department Managers and leads for GM’s approval.
Seating Management – Relocation of Project teams according to their mobilization.
Maintaining the building layout plan of all buildings according to the project occupancy.
Maintaining the list of vacant seats / reserved seats in all buildings.
Handling the office Stationery requirements.
Resume Shortlisting for Engineering disciplines and arranging the interviews
Updating the details of selected candidates in Brassring software.
As an SRW requester – Creating SRWs for creating New Vendors and update the details of existing vendors in SAP Master Data.
Co-coordinating with Department Managers for timely receipt of inputs
Bi-weekly report : Collecting the inputs from all department and preparing the Bi-weekly report.
Arranging Trainings / Team events.
Previous Organization (a) : Worked with Cimax Overseas Pvt. Ltd, 152, Sector 3, IMT Manesr, Gurugram as a Deputy Manager Administration reporting to the Managing Director from May 2013 to September 2015 (2years 4 months)
Job Responsibilities
Calendar Management in Google Calendar
Managing Appointments and arranging Board Meetings, Review Meetings, etc.
Making Minutes of Meetings and its follow ups.
Preparation of MIS
Preparing Delegation Sheets and Score cards of Department Managers
Build and maintain good working relationships with Clients, Vendors, etc.
Travel Management: Arranging Visa, flight tickets, hotel reservation, Forex, cab booking, etc.
Preparation of Expense Reports and ensuring the timely payment of credit card bills.
Preparation of Letters / Memos / e-mails / Proposals, etc.
Preparing Power Point Presentations
Managing Phone Calls of Managing Director & Chairman.
Data Mining and make sure that all new contacts are entered in the software
Responsible for publishing the Monthly News Letter.
Handling Advertisement and Magazine Subscriptions.
Exhibition Management – Arranging domestic and overseas exhibitions like Auto Expo – India, Automechanika – India, Automechanika –Germany, Automechanika – Dubai, Automechanika – Cairo, IAA – Germany, AAPEX – Las Vegas, etc.
Event Management – Arranging Office Parties, Monthly birthday celebration, Annual Day, Annual Cricket match, Outdoor trainings, etc.
Organize logistics set up for external meetings
Procuring new data cards and mobile phone connections and handling the billing related issues.
Follow up with Finance team for timely payment of Vendors.
Management of incoming and outgoing mails, emails, and correspondence including where appropriate re-routing to executives.
Confidential management of Files.
Handling office Stationery, printing of Visiting Cards, letter heads, Company Brochures, Price list, Product Catalogues, etc.
Vendor Management – New Vendor development : Sourcing of new vendors for importing Rubber, Carbon, Chemicals, sample approval and its rate negotiation for achieving the KRA of 5% Cost Reduction in import purchase.
Maintaining the approved vendor list
Time sheet Management
Previous Organization (b) : Worked with Kumar Printers Pvt. Ltd, 24, Sector 5, IMT Manesr, Gurugram as an Executive Assistant reporting to the Managing Director from April 2006 to May 2013. (7 years 1 month)
Job Responsibilities
Managing MD’s and Chairman’s schedule and update the diary.
Arranging Meetings and Preparing Minutes of Meetings and its follow up.
Confidential Filing Management
Preparation of Memos, Letters and Faxes.
Management of Incoming and outgoing mails, emails, correspondence, etc.
Preparing Power Point Presentations
MIS tracking and its presentation.
Travel Management – Arranging Train / Flight Tickets, hotel reservations, Visas, Cab booking, Forex, etc. for MD and Sr. Management.
Vendor Management – Follow up with the vendors for machine spare parts, arranging quotations, rate negotiation, sample approval and issuing Purchase Orders in ERP.
Ordering imported papers, inks, chemicals etc.
Co-ordination with Customs Clearing Agents for timely clearance of Imported Goods / Machines / Machine spare parts.
Handling the online payment of Customs duty, Excise Duty, Service Tax etc.
Taking care of foreign remittance (documents preparation) against the import purchases.
Procurement of New Mobile Connections, Data Cards, Mobile Phones, etc. and handling the billing related issues with Telecom.
Arranging Office events: New Year Celebration, Monthly Birthday Celebrations, Diwali festival, Annual day, indoor and outdoor trainigs, etc.
Managing the office cab route, timings and its payments
Taking care of Insurance of company vehicles and its claim.
Maintenance of Office Vehicles and Co-ordination with Office drivers for vehicle repair and maintenance.
Handling office stationery and coordination with in-house printing for Visiting cards, Letter heads, etc.
Arranging Global Packaging Alliance conferences in India and organize logistics set up for external meetings.
Handling Magazine Subscriptions and its payment
Timely preparation of Expense Reports and payment of Credit Card bills and Mobile Bills.
Liaison with HSIIDC for building plan approval, maintenance fees, enhancement case, etc.
Taking Care of Annual Maintenance Contracts of machines, equipment, EAPBX, etc.
Follow up with all Marketing & Sales Executives for getting the data for the preparation of Sales Plans / Cash flows.
Facility Management and Infrastructure maintenance – keeping and ordering of Pantry and house-keeping materials and keeping record of expenses.
Previous Organization (c) : Worked with East West Automation Technologies, 45, Harton Electronics City, Sector - 18, Gurugram as Secretary cum Sales Coordinator reporting to the Director Marketing from February 2001 to April 2006. (5 years 2 months)
Job Responsibilities
Managing Directors schedule and maintaining the Diary
Arranging Meetings and preparing Minutes of Meetings.
Handling all incoming and outgoing mails, emails, and correspondence.
Ensure that all enquiries of customers are addressed within the turnaround time.
Handling calls of Directors.
Handling petty cash and preparing expense reports
Handling customer orders, preparing order acceptances, issuing job orders to production etc.
Handling traded items procurement and stocks details with Molex India Ltd, Bangalore.
Preparing Purchase Orders, quotations, proposals, etc.
Costing of Wiring Harnesses with the consultation of Director Marketing.
Preparing Sales Plans and weekly production schedules in consultation with Director Marketing and Director Technical.
Typing and circulation of ISO 9001 procedures, Formats, Work Instructions and Quality Manual.
Act as an auditor in Internal Quality Audit.
Previous Organization (d) : Worked with Napino Auto and Electronics Ltd, Plot No. 753 -754, Phase V, Udyog Vihar, Gurugram – 122016 as a Steno Secretary dealt with Manager Operations and Management Representative QS 9000 from Jan’ 2000 to Jan’2001 (1 year)
Previous Organization (e) : Worked with HPL Socomec Pvt Ltd, Plot No. 133, Pace City – 1, Gurugram as a Steno computer operator dealt with General Manager from Aug 1999 to Jan 2000 (6 months)
Professional Qualification
Three year Diploma in Commercial Practice (Secretarial Practice) from Board of Technical Education, Women’s Polytechnic, Kayamkulam, Kerala
One year Diploma in Computer Applications.
Academic Qualification
B.Com passed from University of Kerala
Pre-Degree passed from University of Kerala
S.S.L.C passed from Board of Public Examinations, Kerala
Computer Proficiency
Well versed in day to day operations of computer using packages viz Windows 2010 (M.S. Offce – Word, Excel, Power Point, Microsoft Outlook)
Lotus Notes, IBM Notes
Working knowledge in ERP and SAP
Industrial Training
Have got training about International Quality System QS 9000 from Quality Plus, New Delhi.
Have got training about ISO / FDIS : 9001:2000 from UL India Pvt. Ltd.
Participated the ISO 9001:2008 Internal Quality Auditor Training Program conducted by TUV Rheinland India Pvt. Ltd. in 2012.
Has worked as an auditor during Internal Quality Audits.
Personal Information
Date of Birth : 17.05.1978
Husband’s name : Mr. Arjuna Kumar K.G.
Nationality : Indian
Religion : Hindu
Present Address : House No. 918/3, Gali No. 3, Ashok Vihar, Phase -1, Gurgaon – 122001
Haryana
Permanent Address : Ambadiyil, Naduvattom P.O., Pallippad, Alappuzha Dist, Kerala -690512
PAN No. : BEEPS6174Q
Aadhaar No. : 664*-****-****
Passport No. : H2714102
Place of Issue / Expir : Cochin, Kerala / 05.02.2019
Skype ID : sreelekha.arjun
Languages known : English, Hindi, Malayalam
Strengths : Self-Confident, Positive Attitude, keen to know new things,
Grasp things easily
References : Available on request
(Sreelekha Arjuna Kumar)
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