Executive Assistant Office

Marina Violet D'Souza

Executive Assistant

SUMMARY

Resourceful Executive Assistant with 15+ years of work experience with IT MNCs. Adept at extensive calendar management, booking international travel, organizing large scale meetings. Highly self- motivated with solid work ethics. Skilled at multitasking and maintaining a strong attention to detail. Employs professionalism with good communication skills to meet company needs. AREAS OF EXPERTISE

Administrative support skills People skills

Strong communication skills Organization & Time management Hosting senior delegates Highly skilled in travel arrangements Accuracy & attention to detail Ultra-professional, loyal and responsible PROFESSIONAL EXPERIENCE

USHUR TECHNOLOGIES PVT.LTD, BENGALURU, INDIA

SENIOR EXECUTIVE ASSISTANT to Vice President

August 2019 onwards (Current)

• Calendar management, scheduling meetings, agenda planning

• Travel arrangement for employees from visa, tickets, room reservation, insurance to ground transport

• Facility in-charge – working close with facilities, IT, maintenance staff for smooth running of the office

• Hosting Senior executives’ visits – handling room bookings, airport & local transfers, planning meeting agenda, dinner outings etc.,

• Working close with HR and organizing Employee engagement initiatives

• Stocking up stationery, office snacks/beverages, laptop & accessories, employee goodies & many more

• Printing of business cards, appreciation, project, gift certificates etc.,

• Maintaining petty cash & in-charge of reimbursing employee travel, F&B expenses

• Receiving & taking care of New Hires, Exit formalities

• Organizing & o-ordinating high level meetings, trainings, workshops, conferences etc.,

• Organizing Birthday & work anniversary celebrations on a monthly basis *************@*******.***

https://www.linkedin.com/in/marina-dsouza-39b4182

Phone: +91-725*******, Bangalore - India

POLYCOM TECHNOLOGY PVT.LTD., BENGALURU, INDIA

EXECUTIVE ASSISTANT to Vice President

November 2015 to May 2019 - (3 & 1/2 Years)

• Coordinate complex scheduling and extensive calendar management, as well as management of content and flow of information to senior executives

• Manage professional and personal scheduling for VP, including agendas, mail, calls, travel arrangements, client management, and other company logistics

• Attend into staff meetings, take minutes, share and follow up on actions to closure

• Organize, execute and assist small and large volume meetings, events and conferences

• Perform administrative and office support, such as typing, dictation, spreadsheet creation, faxing, and maintenance of filing system, org charts and contact database

• Keep an impeccable archive of all confidential and important data

• Host company delegates & visitors, act as single point of contact for agenda, calendar invites, F&B and transport

• Manage, coordinate and arrange travel and travel-related activities including visa, tickets, hotel booking, forex, transportation and meal coordination

• Process and submit expense reports on timely basis and follow up for approvals

• Proof reading emails, newsletters, articles & publicize business happenings on company websites

• Maintain professionalism and strict confidentiality with all materials, and exercise discretion when interfacing with the business

• Collaborate with IT/HR/Finance/Operations teams for smooth running of the office

• Collaborate with most of the committees and volunteer to organize and plan company events HEWLETT-PACKARD INDIA SOFTWARE OPERATIONS, Bangalore, India SENIOR EXECUTIVE ASSISTANT TO VICE PRESIDENT

Jan 2009 - April 2014 - (6 Years)

• Calendar management

• Handle all routine & non-routine administrative related support

• Collaborate with Staff members, attend meetings, record action items & follow up on actions

• Prepare, collate and maintain correspondence, databases, reports, files and ppt's

• Track credit card expenses, claim reimbursements, obtain approvals

• Interim approver for all requests on behalf of VP - related to travel, compensation, promotions, trainings, employee reimbursements, contracts, invoices etc.,

• Host company delegates and visitors with agenda planning, send calendar meeting invites, facilitate meetings with time management, arrange airport and local transfers, conference room bookings with F&B arrangements

• Organize small and large volume meetings, send calendar meetings invites, work with operations team for logistics arrangements, collate content for presentations etc.,

• Work close with senior managers on a quarterly basis on employee rewards and recognitions, print certificates and arrange for memento's

• Key participant in all committees and organize various events like - Annual day, Managers off-site, birthday bash, employee engagement programs & celebrations

• Work closely with other administrative assistants to increase efficiencies and provide overall departmental and corporate support

HEWLETT-PACKARD INDIA SOFTWARE OPERATIONS, Bangalore, India EXECUTIVE ASSISTANT TO GENERAL MANAGER

April 2002 - Dec 2009 - (6 Years)

• Calendar management

• Handle monthly resource billing on a WEB based tool and SAP

• Coordinate resource allocations for new hires – office space, desktop & office supplies

• End to end travel arrangements for GM- visa, ticket, hotel, calling card, insurance, airport transfers, local transport, settle expense reports with approval

• Work close with HR, Facilities, IT teams - Guide to employees in the company processes, tools, benefits

• Host company delegates, visitors & customers - work on agenda, airport transfers and local transport, arrange F&B and facilitate meetings on time

• Responsible for providing stationary, printing rewards certificates with signatory, purchase of memento's, give away' s and gifts coupons

• Organize team off-site’s, cultural programs, birthday bash, employee engagement programs & celebrations

MPHASIS - BFL LTD., Bangalore, India

SECRETARY TO GENERAL MANAGER

January 1999 - March 2002 - (3 Years)

• Calendar management

• Provide general administrative support

• Prepare various letters like experience letters, travel related letters & address proof letters

• Travel arrangements for employees in renewing passports, applying visa, arranging foreign exchange, preparing invitation letters, guidance on medical insurance

• Responsible for notice board display: company announcements, birthdays and recognitions

• Liaison for onsite & offshore project management, plans, statements & amendments, company agreements

• Handle monthly billing for employees and provided various billing related reports

• HR support - during recruitment in resume screening, scheduling interviews and tracking status of candidates

• Handle international travel arrangements – visa, ticket, hotel, travel points, calling card, insurance, airport transfers and settle travel expenses

• Library management of business magazines and technical books MPHASIS - BFL LTD., Bangalore, India

FRONT OFFICE COORDINATOR

December 1995 - December 1998 - (3 Years)

• Serve as the first point of contact by greeting all visitors and clients in a professional and courteous manner

• Answer, screen and direct callers to the concerned person or department on a multi-line phone system

• Maintain cleanliness and up-keep of front desk and lobby at all times as well as all office common areas such as fax/copy areas, mail, file and conference rooms, etc.

• Support HR department in resume screening, scheduling interviews and new hires on-boarding

• Handle day-to-day petty cash expenses, maintain registers

• Sort, distribute and dispatch incoming and outgoing mails to respective desks EDUCATION

Course Institute From To

BCOM (Bachelor of Commerce) Bengaluru University May 2005 April 2008 Plus 2 (Pre-University College) Christ College, Bengaluru May 1989 April 1991 SSLC (Secondary school leaving certificate) Carmel Convent, Bengaluru March 1988 Feb 1989 ADDITIONAL COURSES

Course Institute Month/Year

MS Office SSI Limited July 2001

Air Ticketing IATA August 1992

PERSONAL DETAILS

Date of Birth 30-Aug-73 Religion Christian

Marital Status Single Languages English, Hindi, Kannada and Konkani

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