Executive Assistant Office

EXECUTIVE ASSISTANT (** yrs)

Deepti Dubey

Mobile No.: +91-987*******,+91-981*******

Email: *********@*****.*** DOB: 13 Oct 1980

PROFESSIONAL SYNOPSIS:

Skilled and Dedicated Executive Assistant with more than 12 years of experience coordinating, Planning and supporting daily operational and Research Functions.

* Demonstrated capacity to provide comprehensive support for executive-level staff, excel at scheduling meetings, coordinating travel, and managing all essential tasks.

* Adept at developing and maintaining Managerial processes that reduce redundancy, improve accuracy and efficiency and achieve organizational objectives.

PERSONAL SKILLS:

*Highly focused and results-orientated.

*Proficient in Microsoft suite (Word, Outlook,Excel, Powerpoint).

*Plannig, organising and prioritizing Meetings.

*Attention to detail.

*Ability to work independently with minimum instructions.

*Excellent communication and langugae skills.

*Excellent Travel, Vendore and Calender Mangament

PROFESSIONAL EMPLOYMENT:

Executive Assistant to CEO – Nasscom Foundation Since Nov 16

Monitor emails, complex calender Management, drafting letters including reports, presentations, memos, Program agreements, contracts, and documentation and retrieve them when required.

Travel & Itinerary Management: Handling entire travel arrangements of CEO and NF team (45 employees) including preparing itinerary, air tickets, hotels, visa, insurance, forex, logistics – both domestic and overseas; doing advance planning to minimise costs especially for international travel. Preparing expenses statements post travel and doing follow-ups to ensure credit. And monitor 100 % compliance with travel policies.

Financial Analyst: Plans and monitors the use of expenditures to meet organizational objectives and compliance; prepares budget documents and reports. Active co-ordination and follow up with all departments to ensure smooth execution of business operations, chasing relevant departments for MISes, MOU’s, Management and Dashboard Reports and sending to CEO for better decision making in all functions. Directly dealing with Accounts for payment of Office rents, Reimbursement and bill payment, regular upkeep of office, appraisal of Admin team Office and regular follow ups.

OfficeAdministration: Updating of all important documents for the Director’s office such as updated policies, intercom list, cell phone nos of the employees, holiday list, employee's birthday / anniversary list.

Special Projects:Event preparation, Acquiring Speaker/Jury,,Creating event low/Agenda/emcee script, Getting entries from audiences,Driving entries from key participants,Creates & maintains data base,Create content of the show - Theme, topics, discussion pointers etc,Marketing of events (Facebook, twitter, Linked in, Media). Followups from Jury for feedback and their views for CSR Annual Report.

Volunteering : Activly take part in all volunteering Project and help team in arrangement for successful completion of all events.

Fareportal India Pvt Ltd : Taking care of all the travel realted issues of International customers (Feb 2015-Aug 2016

Manager to Managing Director (Sanmarg Pvt Ltd ) & Member of Parliament – (Contract basis ) Till Jan 2015

Proactively & independently handling all assigned Parliamentary related operational duties and taking direction.

High degree of thoroughness, accuracy and attention to detail.

Chalk out or improve operational systems, processes, and best practices that guarantee organizational well-being

Recruit, train, supervise and appraise human resources,Providing administrative support to clients through effectively maintaining and coordinating calendars, scheduling appointments and meetings, making travel arrangements, filing, processing and reconciling

Proactivly handling various T&L expense accounts, invoice arrangements from all departments.

Planning and organizing meetings, events, conferences, travel arrangements,Prepare Reports and various reports using Excel, powerpoint, v lookup etc.

Cordinate with parliamentary dignitaries and home ministries for various reports and visa processings.

Approve leaves, team reimbursement claims, accounts related car form, purchase orders in SAP in line with policy, ensuring timely submission of HR related initiatives e.g. goal sheets, annual / mid- year appraisals, financial competency of team, etc.

Maintain and distribute all business related projects & reports and assists business executives.

Monitor emails, appointments, calendar. Maintain a high level of communication across the business.

Management of the entire gamut of general administration functions such as transport, stationary,housekeeping, activities, guest house/hotel booking arrangements for the Directors office. and balancing the needs of multiple staff members.

Drafting, travel itinerary, faxing/scanning, etc. using a variety of software packages to advanced levels –Outlook, Word, Excel, PowerPoint, effective filing.

Enabling Manager to Director - OSSCube Solutions Pvt. Ltd. Feb 13-July 14

Key Areas

Act as the voice of the Director, handling his/her written and verbal communication and filtering requests so that the Director’s time is allocated effectively.

Facilitate the work of the Director by anticipating needs and managing all administrative support functions including meeting management, minute-taking, travel preparation, report preparation.

Monitor emails, appointments, calendar. Maintain a high level of communication across the business and with external clients.

Planning and organizing meetings, events, conferences, travel arrangements and staff functions, accommodation and any special requirements in an economical way. Also ability to manage unplanned events

High degree of thoroughness, accuracy and attention to detail. Ability to think independently, prepare points of view on new topics/issues and help Managing Director in preparing talking points on a variety of subjects.

Work Closly with HR and Plan innovative ideas for Employee Engagment . Planned GPTW events for Teams 2013-2014

Work closely with Finance team and other PMO and with other departments within the organization for various information requirements.

Responsible for Linked in and Twitter account.

Managing appointments/travel schedules, accommodation, visas, calendaring, travel arrangements and admin roles, and Settling bills of the Director after his travel.

Responsible for the safekeeping of all correspondence, records and retrieve accordingly when required.

Updating of all important documents for the Director’s office such as updated policies, intercom list, cell phone nos of the employees, holiday list, employee's birthday / anniversary list.

COMPETENCIES:

Expert planning and coordination skills to prioritize own daily tasks.

Strong Interpersonal Skills and team-play, Knack in identifying tasks that add value to the business

Initiative, proactive and flexible working style

Ability to work autonomously and under pressure.

High level of integrity, confidence and willingness to learn

Executive Assistant to Editor and Admin Head – Sahara India News April 10 –June 2012

Organized, proactive individual with a high level of administrative skills and the ability to work to very tight deadlines.\

Archieving the relevant data and news. Tracking the on-air news.

Experience in complex diary management, presentations, database usage, travel, hospitality and day to day office administration.

High degree of thoroughness, accuracy and attention to detail.

Work on own initiative displaying a flexible approach to the role, creating and managing own time and workload apart from Managers role as well.

Maintain high confidential documents and database– Official (accounts, other documents, etc) and personal records. Documentation of every related Document.

Independent handling of Editor's office during his absence.

Drafting Letters, taking dictations, Preparing letters, reports, Checking Emails, responding behalf of Editor.

Manage high level delegates, from ministry as well.

Follow up on action items with direct reports on behalf of the Editor.

Maintaining current distribution lists, phone / address lists of contacts and liaise with other organizations / offices of the company in other geographical locations in sharing of data, publications, reports and other relevant information

Documentation & communication including letters, reports, presentations, memos, agreements, deals, contracts, and documentation and retrieve them when required.

Attending events, conferences, high priority meetings on behalf of or with the executive

Plans and monitors the use of expenditures to meet organizational objectives and compliance; prepares budget documents and reports.

Work closely with travel department to book managers’ travel.

COMPETENCIES:

Detail-oriented, dependable, mature, flexible and very creative.

Ability to take initiative and function independently and in a professional manner using excellent interpersonal skills

Ability to deal with different personalities

Computer skills: MS Word, Excel, PowerPoint, Outlook.

Strong organizational skills: able to prioritize work, problems solve and handle complex tasks simultaneously.

Star News (Vertical head – HR Operations deptt.) (Dec 08- Dec 09)

Responsible for the smooth functioning of the HR processes Communication and Implementation of Corporate Policies & Administrative guidelines.

Responsible for recruitment & selection across keeping TAT in mind and ensure smooth on-boarding of the new hires of Operation Department according to their Job Description.s

Maintaining payroll budget, Headcount budget, and attrition data.

Ensure smooth implementation with an accuracy of Payroll process and support the payroll team with Full & Final payment of Resigned Employees.

Only responsible for handling and updating HRIS (Human Resource Information System) Pan India.

Prepare monthly, Quarterly and Annually MIS report and provide the same to the concern deptt.

Vendor Management, Benefit Management, Employee Engagement Attendance and Leave Management..Lead HR Audit.

Update Month wise Medical insurance and life insurance data to the vendor.

Complete Joining procedures, including updation of HRIS and informing the same to all concern deptt.

Maintaining Employee Database - This includes all changes affecting employee status such as new hires, promotions, lateral moves, location changes and termination, Recruitment, selection, joining formalities, Contract / Agreement Administration & also Handling Employee PF/Gratuity

Preparing annual HR budget, must also ensure that their budgets are utilized for the purpose intended, ensure expenditures are correctly posted and do not exceed allocated funding

Ensure smooth Auditing process and submit before time.

Employee engagement and handle employee Grievances and resolve them positivly.

Worked on PERFORMANCE APPRAISAL SYSTEM to evaluate employees job performance

Issue various Certificates and Letters as per the requirement of the Employees (Eg: Salary Certificate, Address Proof, and Employment Certificate, Confirmation letter, Transfer letter, Relocation letter, Promotion letter, Resignation acceptance letter).

Executive Assistant to EVP Marketing & HR Head - Star News ( July 2007- Dec 2008)

The Executive Assistant will be responsible for creating the conditions for the high profile EVP to be successful and productive by building relationships with key constituents, managing his schedule and correspondence, preparing documents and materials for his meetings, and providing other administrative support as needed.

Strategically prioritizes meeting and schedules them accordingly

Communicates meeting times, agendas and other logistics to all who are meeting with the EVP

Manages all communications,

Attend meetings and take accurate minutes. Circulate approved minutes to all attendees and follow up for action

Drafts, edits and formats letters and e-mail communications from the EVP

Documents and responds to speaking requests or other requests from external sources for time with EVP

Communicates EVP needs and schedule to staff as appropriate.

Prep EVP for meetings by providing strategic and appropriate materials and supplies and research for all scheduled meetings as well as any other appropriate information

Manage filing system of ordered supplies and vendor billings.

updating scripts and editing news reports;

Coordinated smooth and efficient operation of sales office

Organize lunch and coordinate Dinner

Generate KRA’s reports to indicate finance and if goals were met

Completely re-organized Finance libraries and assist manager when required

Coordinate and set up high level conference call board and management meeting

Responsible for library management, Tracking of Vendor payables, Administrative support,

Executive Assistant - COO Office– FORTIS HOSPITAL (July 2005 – July 2007)

Coordinate and oversee the administrative functions and details necessary to support executive level officers and other personnel.

Responsible for activities such the scheduling, planning, and organizing of meetings, travel and offsite visits.

Preparing and editing documents, reports and presentations

Update departmental organizational chart

Establishing and maintaining critical database information, and ensuring the effective and professional handling of incoming and outgoing correspondence and telephone calls.

Establish and maintain effective working relationships with the leadership team and individuals or teams to complete work assignments, influence outcomes and ensure that critical deadlines are met and projects are completed. Conceptualize, design and implement MIS reports as required by the Director information needs.

Organize and manage independently one’s own workload taking into consideration changing priorities, tight deadlines and volume of work.

Preparing Board meeting agenda and meeting minutes and related paper work

Professional Qualification:

Diploma in Aviation, Hospitality & Travel Management from Frank Finn Institute of Air Hostess Training.

Education:

MBA - HR - SYMBIOSIS (SCDL), PUNE, 2008

MASTERS DEGREE IN GEOLOGY ~ A.P.S University, 2002 (Topper)

BACHELORS DEGREE IN SCIENCE ~ Model Science College, 2000 (Topper)

Till 12th ~ CBSE Board, Kendriya Vidyalaya, Hydrabad,Pune, Rewa

Achievements:

Appreciated by Satr News CEO for handling HRIS System and HR grievances.

Successfully coordinated the activities of the Preventive Health Care Department in Max Healthcare independently

Promoted to head Inpatient Billing Department in Max Hospital

Selected as President of College

I here by declare that the information given by me is true.

Date: 30th jan 2019

Place: New Delhi (Deepti Dcosta)

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