Executive Assistant Office

Sarfaraz Khan

Email:- ****.****@*****.*** Mob:- +91-960*******

PROFILE SUMMARY

SECRETARIAL/OFFICE ADMINISTRATION/FACILITIES PROFESSIONAL

MBA in Industrial Relationship & Human Recourse Offering well-honed experience of 10 years in delivering optimum business value through Secretarial & Administrative functionality.

Core Competencies

Strong interpersonal skills and able to work effectively at all levels with senior management

Strong liason and people management skills for inter departmental coordination with the company and externally with customers/suppliers/vendors.

Highly computer literate, with experience of data handling and specially in advance MS excel and MS power point - consolidate and prepare various MIS reports and Presentation.

Experience of handling large amounts of administration and managing competing demands

Experience of collating information and producing high quality correspondence, reports and presentations

Excellent organizational skills, ability to set priorities. Able to work with attention to detail and tenacity

Convey a strong positive personal and professional image with excellent standards of professional behavior and ethics

Team player, highly motivated, energetic, resourceful and friendly

Service-oriented, flexible and able to work under pressure.

Demonstrates accountability and ownership

Reliable, timely and flexible

Demonstrates proactivity by anticipates the needs of others and being able to add value

Demonstrates concise and effective communication skills

Good Ability to multi-task

Strong Planning and project management skills

Result orientation, Process Oriented, Ability to handle stress

Leadership Skills with Ability to motivate others

PROFESSIONAL EXPERIENCE

Current Organization

Organization: Shree Guru Gobind Singh Tricentenary University, Gurugram, Haryana

(https://sgtuniversity.ac.in/)

Designation: Assistant Registrar/ Executive Assistant in the office of Director Academics Research & Development

Director Academics: Dr. Vikas Dhawan

Working Tenure: 12st JAN 2018 to Till Date

Responsibilities and Duties:

Preparing reports, office orders, official letters, notices and other documents related to the office and ensure to maintain confidentiality of the department

Assisting the senior officer of the university in decision making, through analyzing important data and reports.

To work under the supervision of the Director towards the development of teaching and learning of the university

Accompanying the Senior Officer to various Faculty visit and meeting with other department and assist the Director in identifying the current state of research within the university.

Prepare the agenda for meetings in consultation with the Director Academics

Over see the arrangements including venue, date, time and other logistics required during the meetings, also serve as a representative on the behalf of the senior officer at various events, as the case may be.

Send/ Share timely notice/ MOM, E-mails & any other official correspondence from the office of the Director

Regular follow-ups with the concerned stakeholder on the outcome of the meeting held & update the records accordingly.

Supervise efficient working of assigned staff and maintain ideal working conditions according to workplace policies.

Collect and collate reports/Data as desired by the Director pertaining to teaching / Learning, research & development.

Ensure to Read, reply and file correspondence promptly

Previous Experience

Organization: Quantum Concrete LLP. (http://quconcrete.com/)

Designation: Executive Assistant to Managing Director

Managing Director: Mr. A.S Ibrahim

Working Tenure: 1st SEP 2018 to 1st JAN 2020

Key responsibilities:

•Assisting Managing Director in his day to day activity by providing administrative & secretarial support.

•Completing a broad variety of administrative tasks for the Managing Director including: managing an extremely active calendar of appointments; completing expense reports; composing and preparing correspondence that is sometimes confidential; arranging complex and detailed travel plans, itineraries, and agendas; and compiling documents for travel- meetings related etc.

•Providing extensive support to all the Functional Heads in terms of co-ordination with the Managing Director.

•Responsible for attending and taking minutes of meeting when required including senior management meetings, coordinate agendas and follow up on agreed actions.

•Being the first point of contact for all communication to the Managing Director, filtering communication and dealing with enquiries directly where appropriate.

•Manage the Managing Director diary including meeting, facilitating travel arrangements and liaising with internal and external participants and vendors.

•Ensure all information and papers relating to the Managing Director meetings are provided prior to the meeting in a well ordered and properly presented manner.

•Provide a high quality administrative support to the Managing Director, compiling information and drafting high quality documents, including Mail Drafting, Dictation, Guest handling, Agreements drafting etc.

•Daily Collating data from different Functions for MIS to Managing Director

•Assisting Managing Director in internal and external meetings, collating minutes and presenting to Managing Director

•Inter-functional Coordination for different Issue Management.

•Initiating Review meetings with different functions and then collate, follow-up and close the actionable

•Fix Managing Director appointments with different Vendors / Guests / Interview Candidates.

•Maintenance of all the re-imbursements, payments of the Managing Director and coordinating with Accounts Department.

•Managing Director s travel desk and processing all ticketing, stay, car hire etc. for the Managing Director & the team.

•Responsible for facility management for the Managing Director office.

•Vendor Management in lieu of Managing Director’s Office.

•House Keeping Services Management & allied matters in lieu of Managing Director’s Office.

•Printing & office stationary indents / issues in lieu of Managing Director’s Office

•Entire Scheme Trip co-ordination and Event management for Offsite conferences.

•Outstanding follow-ups for revenue generation.

Previous Experience

Organization: Dreamline Technologies Pvt. Ltd. (http://www.dreamline.in/)

Designation: Executive Assistant to CEO & Project Coordinator

CEO: Mr. Abhay Kumar

Working Tenure: 24th DEC 2013 to 31st AUG 2018

Roles & Responsibilities:

Manage the CEO diary including meeting, facilitating travel arrangements and liaising with internal and external participants

Being the first point of contact for all communication to the CEO, filtering communication and dealing with enquiries directly where appropriate, managing and leading the team (Approx. 100 team members placed in all 38 District welfare offices in Bihar).

Ensure all information and papers relating to the CEO meetings are provided prior to the meeting in a well ordered and properly presented manner.

Provide a high quality administrative support to the CEO, compiling information and drafting high quality documents.

Ensure the efficient management of information, including making certain that electronic and paper records systems are well maintained

Work in close collaboration with the other CEO staff and office administrative staff with regard to general office matters and ensure continuity of support

keeping a note of movements of files; carrying out the corrections to the CEO reference books and making fair copies of drafts d.o. letters to be signed by the office

Building strategic relationship for the government projects with all the level staffs of government Dept. as per guideline given by the CEO including functions like Software training, Project implementation manual, design, SEO, to ensure high end digital deliveries.

As instructed by CEO made proposals and presentations for clients and vendors with a precise display of their visibility for project sign up.

Building and managing strong relationships under the CEO guidance with clients and stakeholders for the complete project process with continuous excellent feedback.

Ensure all information and prepartion of action plan and identifying areas for modification and improvement in team performance prior to CEO desk.

Responsible for providing hand holding support at the rural bases team management.

Ensure that daily check lists/registers are being properly completed as per parameters set by CEO.

Prepare substantial completion certificates and ensure all required project close out documents are obtained.

Communicate ideas for improving company processes with a positive & constructive attitude for the whole team.

Previous Organization

Organization: Mahindra & Mahindra (Kiran automobile (P) Ltd.) (http://www.kiranautomobiles.com/)

Designation: Admin Manager & Executive Assistant to Director

Directors: Mr. Nitin Kumar & Aditya Kumar

Working Tenure: 12th July 2010-to- 16th DEC 2013

Roles & Responsibilities:

Looking after the entire administrative function and general maintenance for organization all branches.

Ensure all the House Keeping Services, Security Services Management & allied matters.

Ensure the proper Communication - Telephones, Fax, Xerox CUG connections & direct lines, post/dock/mail & courier services and Printing & office stationary indents / issues.

General Administration, Travel arrangement, Visa Processing, Delegates, Meeting arrangements of Directors.

Initiating Review meetings with different functions and then collate, follow-up and close the actionable.

Assisting Directors in internal and external meetings, collating minutes and presenting to Directors.

Fix Directors appointments with different Vendors / Guests / Interview Candidates.

Maintenance of all the re-imbursements, payments of the all the employees and coordinating with Corporate Office.

Providing extensive support to all the Functional Heads in terms of co-ordination with the Directors.

Looking after the entire outsourced staff and co-ordination with the respective agency in terms of quality & service.

Dealing and processing of the vendors and employee bills/re-imbursements for the entire department.

Managing travel desk and processing all ticketing, stay, car hire etc.

Maintenance of stock of pantry material items & other printing materials of the branch.

Tracking attendance and preparation of leave report for the branch employees.

Responsible for Admin budget (Cost monitoring and control)

Event management for Offsite conferences.

Previous Organization

Organization: APEX TG INDIA Pvt Ltd. (Noida, Delhi) (https://www.apextgi.in/)

Position: Technical Recruitment Exe. (For USA)

Duration: 20th JULY 2008 to 16 SEP 2009

JOB RESPONSIBILITIES:

•Identifying job requirements based on clients briefs.

•Scouting for right candidates as per the clients briefs and inviting applications.

•Short listing candidates, Conducting and organizing interviews.

•Interacting with clients, requirements gathering. Finding appropriate candidates from database.

•Pre-screening the candidates profiles to find best-fit resource. Screen the candidates by conducting initial interviews over phone to determine experience and skill level

•Ensure that adequate number of qualified candidates is submitted for all assigned client requirements in a timely manner.

•Coordinating and scheduling the interview of short-listed candidates.

•Preparing the short listed candidates for the End Client Interview (ECI) and also giving them inputs about the end client.

•Setup interview appointments, introduced the candidate to the client for the interview, obtain interview feedback from both the client and candidate.

•Handling all pre-joining & joining formalities.

•Negotiate salaries/rate with candidates and negotiate pay rates with client companies.

•Checking the credentials of software consultants like technical knowledge, communication Skills, Visa status (H1 holder) etc.

HIGHER QUALIFICATION:

Master of Business Administration Industrial Relationship Human Resourse from IGNOU 2011.

Bachelor of Information Technology (BIT) from Sikkim Manipal University 2005

BOARD QUALIFICATIONS:

12th from BIEC Board in 2002 with Science (Biology).

10th from BSEB Board in 2000 (St. Michael High School-Patna)

SKILLSET

'C', C++, Oracle 8.0(SQL, PL/SQL, SQLPLUS)

Concepts of Data Structure, DBMS, S/W Engineering.

Operating System (MS-dos, Windows 95 /98/2000/NT/XP/ME).

EXTRA CURICULAR ACTIVITES:

Participated in various quizzes and contests.

Captain of Cricket team in 12th Class.

PERSONAL DETAILS:

Father's Name: BASHIRUDDIN KHAN

Date of Birth: 20th Dec 1983

Sex: Male

Marital Status: Married

Language Proficiency: English, Hindi

Permanent Address: C/O BASHIRUDDIN KHAN, WESTERN STREET,

SAMANPURA, RAJABAZAR, PATNA-800014

Hobbies: Playing and watching Cricket Reading newspaper, Listening Hindi songs.

Strong Point: Disciplined, Obedient, Co-operative.

DECLARATION:

I hereby declare that all the information given above about me is true to the best of my knowledge.

Date:

Place: (SARFARAZ AHMAD KHAN)

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