Executive Assistant Office

SMITA RAO

No.*, *nd Cross, Ashwathnagar, Bangalore. Mob: 740-***-**** Email: adit37@r.postjobfree.com

EXECUTIVE ASSISTANT

“Making Life Easier For Busy Executives”

Meticulous, task-driven personable, bilingual/multilingual Executive Assistant with 9+ years of administrative experience providing exceptional C-level administrative support. Highly competent professional who can be trusted with even the most confidential projects. Excel in turning the most disorganised environment into smooth-running operations and overhauling administrative processes to improve accuracy and efficiency. Self-starter and quick-learner who always exceeds expectations.

Areas of expertise:

-Client/Customer Service - Executive Support

-Managing Files, Records, & Documents - Internal / Offsite Meetings

-Confidential Correspondence - Planning Corporate Events & Conferences

-Handling HR Responsibilities - Multiple Calendar Management

-Personnel records & Expense Reports - Domestic / International Travel Management

PROFESSIONAL EXPERIENCE

InfiniValue Pvt Ltd, Bangalore Feb’19 – Present

Executive Secretary

Working as the Executive support for Chief Technology Strategist and Global Director – Information & Analytics of Unilever India Pvt Ltd and providing a broad variety of administrative tasks including managing an extremely active calendar of appointments, completing expense reports, correspondence that is sometimes confidential, arranging complex and detailed travel plans, itineraries and agenda; reporting to the Global Head of Technology.

Key Responsibilities

• Administered various meetings, e.g. departmental meetings, global town halls, departmental meetings, conference calls

• Managed visitors for Directors / Global Head & Senior Leadership Team.

• Processed Purchase orders on behalf of Directors / Global Head and Team for office, software, hardware equipment, and follow up for approval

• Supported the development and trainings for Tech team.

• Ascertained and preserved the confidentiality of all the company communications and documentation.

• Facilitated the on-boarding and departure of new employees and leavers which included the ordering IT equipment as well as creation of their email ids and seat allocation.

• Led smooth relocation a newly inducted team of 30+ employees in just one day to our floor with seat allotments.

• Arranged video conferences with other international offices and external businesses across the world.

K-Arogia Advisory Services Ltd., Bangalore Jan’18 – Dec’18

Executive Assistant

Provided the highest level of support to the Founder & CEO. Handled every aspect of business, from ordering supplies, to supporting the Founder and CEO. Responsible for numerous administrative functions, including the management of all correspondence, daily scheduling, tracking expenses, and developing report.

Key Responsibilities

• Oversee all operations and administration for a start-up business, managing every aspect of development.

• Established an efficient and accessible filing system.

• Extracted minutes of meetings and circulating it to the participants and stakeholders

• Handled confidential data and information related to business.

• Ensured travel & accommodation booking & expense reimbursement management.

Dr Agarwal’s Eye Hospital, Bangalore Apr’13 - Apr’17

Executive Assistant to Managing Director

Enabled Managing Director to become more productive by handling a wide array of executive office tasks including screening of calls, preparing vendor letters, agreements, reports and presentations with speed and accuracy. Performed a host of duties including the management of office supplies, travel management and facilities coordination, arranging luncheons and Doctor’s conference, and processing invoice, ensuring billing accuracy. Served as a first point of contact to corporate office.

Key Responsibilities

• Provided invaluable support to the MD’s office, researching relevant information and presenting in a coherent and concise manner.

• Screened and drafted mails on behalf of the Managing Director

• Created effective PowerPoint presentations and reports for Board meetings, maintained Doctor’s files compiled relevant documents, and entered information into internal database, confirming the inclusion of important and correct information.

• Spearheaded extensive travel, expense and diary management, organised meeting with senior management and members of Executive Board

• Ensured follow-through of all discussed items in meetings, with updates being incorporated into reports.

• Collated the reports from across multiple departments and business functions and distributed it to the management team and other Stakeholders

• Maintained confidentiality while dealing with sensitive information in discreet and professional manner.

• Coordinated the Doctor’s visit from Worldwide for the annual conference which included arranging tickets and letters for visa, to receiving them personally and arranging accommodation; ensure well-being.

• Preparing itineraries and agendas for the Managing Director and Medical Directors for their visit to International offices.

• Shouldered responsibilities of HR in scheduling interview.

• Exercised negotiation skills to secure favourable terms and price agreements with vendors, hotels, caterers and other service providers, saving at least 10% annually.

Early Career Note

Administration & Operations Associate, Ethos Wealth Management (P) Ltd., Bangalore (Sep’12–Apr’13)

HR Executive & Client Servicing, Hewlett Packard India Ltd., Hyderabad (Jun’02–Jul’04)

Academic qualifications

Bharatiya Vidya Bhavans, Hyderabad 1997 – 1998

Post Graduate Diploma in Business Management

St. Ann’s Degree College for Women, Hyderabad 1994 – 1997

Bachelor of Commerce

Technical skills

MS Office: Word, Excel, PowerPoint, and Outlook

Operating Systems: Windows’95, Windows’98 and Windows XP Professional

Languages

English, Hindi, Kannada, Telugu, and Marathi

Contact this candidate