Executive Assistant Vice President
Resume:
Riya Madan
Executive Assistant
#: 647-***-****, Email: ***********@*****.***
WORK EXPERIENCE: 11.5+ Years
Dates
(MM/YY- MM/YY)
Job Profile / Location
Diploma in Communication,
2017-2018 - DEAKIN
University, Australia
Graduation in Business
Administration, 2004-2008
Amity University, India
04/2021 – Till date
Executive Assistant to
PubCo partner
Meeting Coordination Appointment Scheduling Calendar Management
All Secretarial Functions Concur Expenses SAP Communication
End-to-End recruitment General office skills Coordination
People management Travel Management Type 90 wpm
A highly organized and detail-oriented Executive Assistant with 11.5+ years of experience in providing effective and comprehensive support to C-Level Executives. Possess the highest degree of integrity, supported by a flawless record of maintaining confidentiality. Experience in handling a wide range of administrative and executive support related tasks and able to work independently with little or no supervision. Exceedingly well organized, flexible and enjoy the administrative challenges.
PROFESSIONAL EXPERIENCE
Baker Tilly, Toronto
- Calendar Management and meeting set up internally and externally including professional events & conferences for the vice president and operations team
- Scheduling appointments within Canada and worldwide
- Monitoring E-Mails, Replies and rigorous follow-up’s
- Expense submission and Approvals coordination
- Organize and manage all travel arrangements for Partner and directors (including visa arrangements, hotel bookings, ticket bookings, itinerary, cab arrangements, airport & transport transfers, travel insurance, forex and etc.)
- Conduct monthly review on spending; manage corporate card payments in portal
- Manage large and bulk meetings & events for SLT’s and team – Operations
- Monitoring, coordinating and follow-up complete BSL work for new joiners - Director & Senior Directors – Operations - training and induction provided to them, updating the HR with relevant information of the employee, coordinating with IT team for getting documents signed, updating their Outlook ID, IM’s, Cisco IP installments with User Id & other details, Generating the SSN (Social Security Number) in the system, requirements of the hardware’s etc.
- Maintain and claim all business expenses – Travel, Medical, Petrol and other miscellaneous
- Maintain confidential database & make presentations for the Vice President as and when required
- Working & Assisting Expatriate (Expats) and foreign delegates visiting Toronto for short or long duration of time who falls under the Partner team
- Complete arrangement for logistics for external visitors
- Organize complete Offsite for Operation department
- Independently handle routine affairs, referral to concerned functions and follow up through closure
- Developing and maintaining the filling system
- Working as a single point of contact between external/ internal coordination.
- Prepare Agenda for all incoming and outgoing visits.
- Set-up External meetings, PR and courtesy calls for business commitments, travel etc
- Setting up Staff operational meetings within the department Riya Madan
Page 2 of 3
04/2019 – 03/2021
Executive Assistant to
Transfer Pricing Partner
12/2014 – 12/ 2017
Executive Assistant to
Indirect Tax Partner
- Coordinating day-to-day activities for Partners and other related work
- Organizing public events, conferences and seminars for Operations team
- Trigger Employee’s birthday & anniversary and any other Events.
- Administration & Accounting Negotiation with hotels. Manage settlements of Corporate Card Statements, Bank Statements, and payments.
- Maintenance all office related files including Confidential files
- Training administrative staff (providing them with the instruction manuals)
- Worked in the department for the Social Club: Complete coordination with the external vendors for Conference parties, birthday celebrations, New year, social etc. PwC, Toronto
- Handling high level diary management
- Scheduling of Meetings (internal and external) and effective calendar management
- Extensive and complex travel management i.e., ticketing, hotel bookings, airport transfer & visa processing
- Working & Assisting Expatriate (Expats) and foreign delegates visiting India for short or long duration of time
- Maintaining database information for both internal and external clients
- Managing ad-hoc administrative tasks
- Organizing corporate events
- Preparation of material for all office presentation
- Handling reimbursements and expenses (Credit cards, Travel-hotel bills, Phone bills and etc)
- Handle correspondence and seasonal greetings
- Efficiently maintaining the boss’s / office’ files, important and legal documents & records etc.
- Arrange logistics for external clients as and when required
- Assisting in writing and editing sales and marketing materials, which include articles, presentations, white papers, and collateral
- Monitoring incoming calls and official emails, follow-ups and response
- Maintaining client folder and address book
- Maintaining the confidential information
- Managing the Partner’s office efficiently and smoothly running
- Handle confidential information in a professional and discreet manner Deloitte
- Calendar Management and meeting set up internally and externally including professional events & conferences for the vice president and operations team
- Scheduling appointments within India & worldwide Deloitte offices
- Monitoring E-Mails, Replies and rigorous follow-up’s
- Concur Software Expense submission and Approvals on behalf of Partner
- Organize and manage all travel arrangements for VP (Including visa arrangements, hotel bookings, ticket bookings, itinerary, cab arrangements, airport & transport transfers, travel insurance, forex and etc.)
- Manage large and bulk meetings & events for SLT’s and team – Operations
- Monitoring, coordinating and follow-up complete BSL work for new joiners - Director & Senior Directors – Operations - training and induction provided to them, updating the HR with relevant information of the employee, getting documents signed, coordinating with IT Team for updating their Outlook ID, IM’s, Cisco IP installments with User Id & other details, Generating the SSN (Social Security Number) in the system, requirements of the hardware’s etc.
- Maintain and claim all business expenses – Travel, Medical, Petrol and other miscellaneous
- Conduct monthly review on spending; manage corporate card payments in Concur
- Working & Assisting Expatriate (Expats) and foreign delegates visiting India for short or long duration of time who falls under the VP’s team
Riya Madan
Page 3 of 3
12/2010 – 11/2014
Executive Assistant to
Managing Director
05/2008 – 11/2010
Executive Assistant to
Managing Director
- Complete arrangement for logistics for external visitors – Deloitte (worldwide offices) as and when required
- Organize complete Offsite for Operation department
- Independently handle routine affairs, referral to concerned functions
- and follow up through closure
- Developing and maintaining the filling system
- Working as a single point of contact between external/ internal coordination
- Set-up External meetings, PR and courtesy calls for business
- commitments, travel etc.
- Setting up Staff operational meetings within the department
- Coordinating day-to-day activities
- Organizing public events, conferences and seminars for Operations team
- Trigger Employee’s birthday & anniversary and any other Events. Administration & Accounting Negotiation with hotels to AMEX advantage. Manage settlements of Corporate Card Statements, Bank Statements and payments. Maintenance all office related files including Confidential files
- Training administrative staff
Adidas Marketing Pvt Ltd.
- Maintain and prioritize the calendar and ensure maximum efficiency in a dynamic global environment
- Coordinate logistics for internal or external meetings, events, town hall meetings, events & interviews
- Develop good working relationships with internal and external stakeholders and their assistants
- Conduct monthly review on spending; manage corporate card payments in Concur
- Calendar Management
- Travel arrangements
- Support all other ad hoc requests as needed American Express is an equal opportunity employer
- Make travel arrangements for domestic/ international travel
- Process purchasing requests
- Undertake proactive follow ups on critical items to effectively meet deadlines/commitment.
- Maintain departmental contact lists, organization charts, email distribution lists and payroll codes
- File, copy, print and provide other ad hoc administrative support
- Handle incoming & outgoing email
Gabson Exports Private. Ltd.
- Extensive and complex calendar and travel management (domestic and international), ensuring commitments are met and workflow is prioritized accordingly
- Monitor, screen and manage incoming emails and calls
- Provide full secretarial support including the preparation of presentations, memos/letters, reports, board minutes and announcements ensuring the highest level of quality and standard
- Process and maintain expenses for Director
- Organize all travel i.e., ticketing, hotel bookings, airport transfer & visa processing
- Effective Calendar and meeting management
- Manage executive business schedules & calendars, including arranging meetings, conference calls & booking appointments
- Designed & structured the flow & process of consumer feedback program
- Assisting in writing and editing sales and marketing materials, which include articles, presentations, white papers, and collateral
- Arrange logistics for the visitors
- Serve as a single point of contact for interaction with all Group/Regional/India executives in the presence and absence of Managing Director
- Managing the entire MD’s office efficiently and smoothly running
Contact this candidate