Executive Assistant Front Office

Pallavi Malhotra

Email: *******@*****.***

Mobile Number+91-991*******

Address: Park View Residency, Palam Vihar, Tower-8, Flat Number -706, Gurgaon, Haryana

Hobbies: Listening to Music and Travelling.

Professional Summary:

Managing the travels, claiming the expenses, filling the timesheet, handling Front Office Management-calls and visitors, booking the appointments in the meeting rooms, managing the horticulture in the office, coordinating with different departments for different admin issues, tracking the courier on daily basis.

Achievements:

Booked the appointments on daily basis in the calendar

Robust MIS in Visitors management system.

Managed 15-18 managers at a time

Fast in doing multiple work at a time.

Managed the cab arrangements, Travel and Flight Booking for the managers and consultants

Managed all the documents and Files of the Director’s office and of all the team members.

Worked in New Times Development from May 2019 to February 2020 as an Front Office Executive, Admin Assistant and Executive Assistant:-

Visa and Passport related documentation and processing through registered travel partners.

Budget Travel, Budget sheets, Travel Claims, Forex, and Matrix etc. end to end Support.

Processing of travel Invoice with necessary approval and supporting’s from time to time.

General office upkeep and maintenance.

Visitors management which includes buyers, factory owners and guests.

Coordinate with vendors for OPEX related purchase.

Calendar and Showroom booking management.

Updating Extension List by coordinating with IT and HR team.

Printing of Visiting Cards and employee photo id cards for new joiners.

Verify all invoices with proper receiving at gate/challan provided. Process for payment.

Coordination with small time vendors for local market purchase such as cakes, flowers & other misc items.

Housekeeping consumables, Toiletries, Tools & Equipment’s- Have to keep a record of it.

Worked in A.T Kearney as an Administrative Assistant from October’18 to April 2019:-

Managed the group of 18-20 members

Managed their timesheet every week.

Managed the expenses of travel, hotel & meal.

Coordinated with the departments for the visa process.

Booked the travel-cab & hotel arrangements for them.

Booked the meetings in the calendar in Microsoft Outlook and arrange the Conference Call set up.

Arranged their travel arrangements every week.

Do the project work for them related to the client.

General office upkeep and maintenance.

Organize and prepare data for leaders to assist with business presentations.

Worked in Bain & Company since February 2016 to 15thJune 2018 Assistant in Office Services, Reception & Facilities department: -

Handled Reception like attending the calls and visitors and transferred the calls to the concerned departments.

Tracked the courier on daily basis and if there is a delay in it checked it from the concerned vendor.

Checked the cleanliness of Reception, Pantry, Meeting rooms and Ladies washroom.

Blocked the meeting rooms for CSS -Client support staff and get the birthday cake organized for CSS team.

Reimbursed the amount of Hotels, Flight and cab for the Administration Managers.

Sent the Newsletter through email to all employees on which information on all the music shows, movie releases, and dance& theatre performances in Delhi NCR etc is being sent and sent the calendar mentioning all the events/ fun filled activities in Bain for the upcoming month through email to all employees.

Checked the plants its cleanliness – If any plant is rotten then have to get it replaced, Plant pots should be regularly clean coordinated it with House-Keeping Supervisor, flowers should be placed at their right place and it should be arrive on time have to check it this from the concerned vendor.

Arranged for the visiting cards, employee ID’s and access cards for all the employees/ new joinees from the concerned vendor.

Worked in Honeywell Pvt. Ltd as a Front Office Executive from June 2013 to December 2014:-

Handled Reception and attended calls and visitors, transferring the calls and visitors to the concerned departments.

Coordinated with the Physiotherapist for the ergonomic survey for all the employees and new joinees.

Arranged for the VC and tele- call set up for the staff/employees.

Updated the extension list of all the employees and sending it to them.

Arranged for the medicines in the office, checking the expiry and manufacturing date of it.

Prepared the agenda for the upcoming visitors visiting India offices and sending invites to them.

Sent replies to all employees for the cab requests.

Arranged the seat allocation for all the employees.

Worked in Medanta, The Medicity Hospital as an Executive Assistant to Chairman from March 2012 to December 2012: -

Attended the calls of the patients and booked the patients appointments.

Prepared the power point presentations for the doctor’s conferences and has to present it to the audiences.

Maintained all patients’ files, documents in a soft copy as well as in a hard copy.

Handed over the files and Medicines forms to all patients by the type of medicines they use.

Booked other patients’ appointments for other doctors too.

Distributed all the doctors’ rosters to all the doctors and Nurses on IPD stations.

Coordinated with other doctors for their procedures, test reports and follow-ups.

Reverted the patient’s queries on the email & tried best to solve out their problems.

Worked in Fortis Escorts Hospital as an Executive Assistant to Zonal Director from February 2009 to September 2011: -

Handled all the patients queries - admitted one and OPD ones

Took daily rounds of all the IPD patients.

Booked the appointments in Cath lab for the procedures

Attended Board Meetings and discussed feedback with Director and Head of Departments of all the patients and try to solve/rectify it as early as possible.

Sent cake and Bouquet to all doctors and Head of Departments on their birthdays.

Booked his daily appointments with all the internal and external staff.

Educational Qualifications:

B.A in English Hons. from Kanoria College, Rajasthan University

Post-Graduation in Public Relations from Bhartiya Vidhya Bhavan, Mumbai

M.B.A in Business Administration specialization in Human Resource from Symbiosis Institute of Management, Pune

Location: Gurgaon

Date:

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