Personal Assistant Office

RAJNI PHATAK

B-***, Victory Heights, Opp. Suvidya School, Gorai-1, Borivali West, Mumbai 400091, India.

Cell: 91-750******* Email: *****.******@*****.***

Summary

Professional Secretary with 20+ years in secretarial and administrative role having experience in supporting senior level executives. Reliable, highly motivated and a quick learner with multi-tasking skills. Looking for a challenging role wherein I can effectively use and enhance my skills on a global level.

Highlights

Proficient in Stenography

Calendar Management

Travel Arrangements

Business Correspondence

Microsoft Office

Filing & Data Management

General Office Management

Meeting Support

Minutes of Meetings

Presentations

Client Relation

Vendor Management

Event Coordination/Hospitality

Expenses & Reimbursements

Experience

Secretary to Director-Facilities Management & Projects, Sept 2017 till date

Cyril Amarchand Mangaldas, Mumbai – A full service Indian Law Firm.

Assisting the Director-Facilities Management & Projects in handling daily office tasks and various projects.

Taking dictations, typing various internal and external correspondence.

Calendar management, schedule meetings, sending invites, coordinating with IT for video conferences, team meetings, booking of meeting rooms.

Travel arrangements, coordinating with travel desk for ticket bookings, web check-in, car bookings.

Managing incoming / outgoing mails of the Director on Outlook, highlighting important mails, replying on behalf of the Director

Handing weekly review meeting agenda with regional Admin personnel, preparing minutes and forwarding the same to the respective person.

Making travel arrangements, car bookings, official reimbursements etc.

Handling project related work, raising purchase requisitions in Elite, preparing work orders, forwarding vendor invoices for payments, coordinating for approvals / signatures on various documents, bills, reimbursements etc.

Keeping a track of Annual Maintenance Contracts and coordinating with vendors for renewal.

Assisting in the maintenance work of the Promoters’ private bungalows.

Working on PowerPoint presentations

Coordinating various training sessions for GROs, team secretaries, client-facing office boys & security, team picnics etc.

Handling Director’s personal bank related work, car insurance renewals,

Web research and present the findings.

Editorial Coordinator, June 2008 to Aug 2017

Worldwide Media Pvt. Ltd, Mumbai – A subsidiary of Bennett, Coleman & Co. Ltd and publisher of in-house and licensed magazines under the Times Group.

Provided secretarial support to the Editor of GRAZIA (Indian edition of Italian fashion magazine).

Attending phone calls, scheduling meetings, appointments and interviews.

Domestic & international travel arrangements, guest house & hotel bookings, car bookings, forex, coordination with travel desk for visa formalities.

Managing fashion week accreditations for the Editor & fashion team (Mumbai, Delhi, Milan & Paris), coordinating with the PR agencies for Accreditation forms & fashion week passes.

Drafting letters and mails, handling reimbursements, booking board rooms for meetings.

Coordinating with the editorial team for various shoots, arranging for cash advances and settlements, incoming/ outgoing couriers, handling stationery, downloading high-res images, assisting in budgeting, maintaining inventory of magazine copies, magazine binding, arranging business cards for team, interns/freelancers’ entry pass, updating database of various contributors/ designers, interacting with internal departments, external PR agencies etc.

Assisting in the magazine’s events, mailing e-invites / physical invites, rsvp updates, handling guest list at the front desk during events, greeting guests,

Monthly dispatch of complimentary copies to clients in coordination with the Ad-Sales team.

Hospitality - Taking end-to-end charge of high-profile international and domestic visitors, clients, celebrities, fashion photographers, which included everything from travel arrangement to hospitality services.

Contributor payments – Local and International vendor payments, checking & forwarding invoices to Accounts Dept. after getting approvals, arranging for dispatch of contributor cheques on receipt from Accounts Dept. Handling queries & correspondence of local and foreign contributors.

Senior Secretary, Nov 2006 to May 2008

Wire and Wireless (India) Ltd, Mumbai – A Zee Network Enterprise and India’s No.1 Cable Television Company.

Joined as ‘Senior Secretary’ to the CFO (Chief Financial Officer) as well as assisted the Sr. Vice President-Strategy, M&A (in the absence of CFO) in daily activities,

taking dictation, self-correspondence, typing letters, various agreements, maintaining calendar, scheduling appointments, arranging meetings,

travel arrangements (domestic), coordinating with travel desk, tele/web checkin, arranging foreign currency for tour expenses,

checking incoming as well as sending fax / Outlook Express Mail messages as per instructions given,

filing, maintaining files, attending/screening phone calls, assisting in accounting work, coordination with other departments,

co-ordinating for signatures of authorised signatories on cheques / vouchers.

Secretary, March 1999 to Oct 2006

CMS Computers Ltd, Mumbai – A pioneer and leader in the Indian ICT Industry

Reporting to the Vice President-Finance and providing secretarial assistance,

Taking dictation, typing letters, circulars, inter-office correspondence, documents pertaining to bank guarantees, various formats, board resolutions, power of attorney, leave & license agreements,

checking incoming as well as sending fax / Lotus Mail messages as per instructions given, maintaining files,

attending/screening phone calls, scheduling appointments, arranging meetings,

assist in accounting work during finalisation i.e. additions, modifications, printing of audit report, notes on accounts, schedules, balance sheet, profit & loss account, handling monthly stationery requirement of the Dept., coordination/follow ups for required data from various divisions, data analysis,

processing and maintenance of appraisal records of accounts employees all over India as well as variable/incentives and co-ordinating with HR & Payroll Dept, organizing for the joining sets of new recruits in accounts,

to arrange signatures of Directors/Authorised signatories on cheques/ vouchers and disbursing the same to the respective divisions etc.

Steno-cum-Typist, March 1998 to Feb 1999

Camlin Ltd, Andheri, Mumbai – Manufacturers of stationery products and art materials.

Worked in the Steno-pool and assisted all senior executives of HR, Sales, Purchase, Marketing, Accounts & Admin departments.

Taking dictation, typing / drafting letters to vendors, customers and circulars / notices.

Keeping a track of incoming and outgoing fax messages,

Attending phone calls, maintaining files etc.

Steno-Typist, Oct 1995 to Feb 1998

India Book House Ltd, Mumbai – Publisher & distributor of books and magazines.

Reported to the Managing Editor (Late Mr Anant Pai, widely known as “Uncle Pai”) of world-famous Amar Chitra Katha & Tinkle Comics

Taking dictation, typing letters, assisting in administration work,

attending phone calls, maintaining files, coordinating with school principals regarding quiz contests to be held,

replying to children’s letters on behalf of the Editor,

follow up for payments from customers, incoming/outgoing fax messages.

Stenographer, March 1994 to Sept 1995

Feather Touch Oxides P. Ltd, Mumbai – Supplier & Trading Company of Iron Oxide Pigments.

Assisted the Chairman & Managing Director in day-to-day activities

Taking dictation, typing letters, export documents,

Scheduling appointments, attending phone calls, assisting in accounting work,

Incoming/outgoing fax messages, assisting in office administration.

Updating sales/stock/purchase registers, follow up for payments from customers,

Education

Bachelor of Arts (General), December 2011, EIILM University, Sikkim

Courses/Skills

Diploma in ‘Executive Personal Assistant’ Course at Davar’s College, Mumbai.

Diploma in Computer Applications (MSOffice-Word, Excel, Power Point, Outlook)

Passed Shorthand – 80 w.p.m. (GCC Exam) with ‘A’ grade.

Passed Typing – 50 w.p.m. (GCC Exam) with ‘B’ grade.

Personal Information

Date of Birth : April 17th, 1975

Place of Birth : Mumbai, India.

Marital Status : Married

Languages : English, Hindi & Marathi

Interests : Trekking, Music & Traveling

Present salary : Rs.9.89 Lac yearly

Notice Period : One Month

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