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Executive Assistant Manager

Location:
Panchkula, Haryana, India
Posted:
November 20, 2022

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Resume:

ANJALI YADAV

E-Mail: adtmnn@r.postjobfree.com

Phone: +91-991*******

Looking for openings in School Administration/ TGT Teacher

PROFILE SUMMARY

Administrative Support ~ Executive Assistant ~ HR Recruitments & Outsourcing

●A competent Administrative support professional with nearly 18 + years of experience.

●A PGDBM (HR) from SCDL (in 2009) with more than 10 years in Secretarial and Administrative field.

●Comfortable interacting with expats, be it working with them as direct reportee, assisting Regional teams visiting India or organising domestic business tours & travel for them as per need of organisation.

●In earlier part of career, worked in recruitment for outsourcing projects for many organisations, demonstrated skills in recruitment as well as generalist role related to functions like: interviews, on-boarding, rolling out offer letters, conducting appraisals, and exit interviews.

●Excellent ability to relate to stakeholders communication in a cross-cultural set-up (service providers, travel agents, Vendors etc.)

●Experience in secretarial role including organising in house trainings, events, coordinating meetings, hotels & other travel arrangements, visa documentation, sending out visa invitation letters for all visitors.

●Expertise in preparing MOM’s for cross functional and management meetings, drafting Business Correspondence (emails, letters) and Virtual Correspondence (Telephonic)

●A qualified Professional, with well-rounded experience in Coordination, Secretarial Operations, Administrative Support and recruitment roles with strong planning and execution skills

ADMINISTRATIVE EXPERIENCE:

SKILL SETS

~ Managing Files, Records & Documents ~ Planning trainings, Events & Meetings

~ Adept at Expat Management ~ Managing Calendars & Travel

~ Effective team player ~ Effectively manage CXO Office

~ Administrative Support ~ Recruitment and Hiring

ORGANISATIONAL EXPERIENCE

Oct.’19 – Feb’20 Omax Auto as Executive Assistant

Omax Autos Limited is one of the leading manufacturers of Auto & Non-Auto Components in India. OMAX is amongst the prime OEM (parts and assembly) suppliers. The products are made for application in segments like Automotive (2W, 3W, PC & CV), Off Highway and Railways & Heavy Fabrication. Recently into Real Estate Sector

Role:

Assisting the JMD and working as the point of contact for MD Office

Providing high level secretarial and administrative support;

Efficiently undertake calendar management, managing calls, visitors as well as emails etc.

Maintaining all circulars, social and official invitations and responding independently wherever required

Initiating and preparing communications such as letters, memos, designing new year note and team letters including emails on behalf of JMD.

Maintaining relevant information systematically and provide for its efficient retrieval

Creating new Meeting Agendas.

Taking care of JMD Office

Aug’16 – Feb’19 Fresenius Medical Care as Executive Assistant-Assistant Manager

(FMC is a German MNC, and is part of the Fresenius group, having a global presence in various fields; In India, Fresenius Kabi, a sister concern has become a large entity. FMC manufactures and sells Kidney Dialysis Machines and is world leader in the Field of Renal care products. India comes under Asia Pacific Region.)

Role:

Assisting the MD and working as the point of contact for MD Office

Providing high level secretarial and administrative support to two Senior Executives i.e MD & CFO; and extending need based support to the entire management team, in total 7 members

Efficiently undertake calendar management, managing calls, visitors as well as emails etc.

Maintaining all circulars, social and official invitations and responding independently wherever required

Initiating and preparing communications such as letters, memos, designing new year note and team letters including emails on behalf of MD.

Maintaining relevant information systematically and provide for its efficient retrieval

Coordinating for Visa Processing for any/all Management team members for travel management -Flight, Hotel booking, preparing agenda and schedule for each trip

Submitting travel claims on behalf of MD & CFO; preparing expense sheets & travel claims

Keeping track and maintaining all the travel and expense reports

Initiating and tracking availability of participants for monthly meetings and extensively following up on closure of meetings

Making MOM’s for cross-functional and management meetings and circulating the same to all, as and when needed

Working as the SPOC for coordinating for con-calls & VC for MD office both in-house and externally for AP/ Germany team with other secretaries at regional level, considering time zone differences.

Coordinating with other EA’s of different functions for their heads or teams touring India Office.

Managing groups of expats coming in from Hong Kong office and from Germany, looking into local arrangements as well as transport and organizing special tours to Agra/ Jaipur for them

Sending out visa invitation letters for all visitors coming to India from AP & Germany

Organizing hotel bookings and other arrangements as required for visitors; planning out trip to Agra & Jaipur for team

Liaise with external bodies including FICCI, Nathealth & CII for meetings & conferences and other such events for MD’s participation

Assisting with planning and execution of all internal company events

Assisting the management team offsite being planned later in the year; ensuring seamless experience

Scheduling appointments for the MD and concerned team for various leadership connect & Arranging Team Out/ Events

Organizing business meetings; conference/meetings and room arrangements

Planning and implementing abilities with demonstrated success in managing special projects be it assisting, coordinating, resource management etc.

Ensuring conference room resources are maintained and available, setting up VC and telecon as needed

Ensuring smooth logistics and hospitality for the guests

Co-ordinating meetings and events, and ensuring steady and uninterrupted soft services

Worked on fostering congenial relations with preferred hotels in turn ensuring better corporate booking rates and services rendered.

Highlights:

Actively involved in organising a successful Annual Sales Kick off event in January 2017, worked as a part of the Organising Committee Core Team; coordinated this 3 day event step by step with our marketing team.

Managed requests for assistance and coordination for frequent and often ad hoc visits from Asia Pacific office and Germany Head office almost 2-3 times a month;

Received appreciation from all guests including Senior Heads(AP/ Germany) for all assistance extended to them during their trip.

Mar’13 – Aug’16 Eicher Motors Limited (Manufacturing of Royal Enfield Motorcycles) as Executive Assistant-Assistant Manager

Role:

Provided secretarial & administrative support to the CFO Office

Rendered administrative/ secretarial support to all direct reportees’ of the MD

Collated reports and presentations from various Business and Function Heads for pre-board reviews, board meetings and Investor/ analyst calls/ meetings

Co-ordinated with the Corporate Communication team for TV and print media interviews and collated scripts for media interaction

Interacted with top-level contacts on highly sensitive information necessitating considerable use of tact and diplomacy.

Executed "gateway" role, for direct access to the CFO's time and office, ensured his schedule was followed and respected; communicated on behalf of the senior for mail responses, reviewed & set-up corporate and casual meetings, vc, conferences, teleconferences, coordinated for organizing events & general telephone queries & was responsible for calendar management.

Performed a wide variety of functions, administrative duties for the CFO; booked meeting rooms, arranged couriers, prepared expense and travel claims (as required), drafted correspondence (emails, letters) and virtual correspondence (telephonic):, managing internal & external communication & documentation with various agencies, prepared letters of various day-to-day correspondence as well as confidential matters;

Managed domestic as well as International travel, including documentation for VISA’s. Assist senior in planning his itinerary and manage his travel and accommodation requests.

Worked on miscellaneous activities, which facilitated assistance and developed relationships with investors’, including arrangement of Group investor meets at our corporate office which were crucial to the success of the organization.

Managed & coordinated for seamless travel for Overseas Investors, advised on stay & logistics if needed.

Coordinated with RE Brand stores & other stores sales team for investor visits at various locations in India & abroad.

Also made arrangements for international employees throughout their entire trip from tickets to hotel stay to their new hire orientation which included coordination with all Department Heads and HR for a smoother experience.

Managed the administration & coordination task and provided administrative support.

Highlights:

Appreciated for working in the organising team for Investor Meeting & Plant Visit conducted in November-December 2015 at the ITC Chola hotel, Chennai & the Royal Enfield Plant At Oragadam, Chennai respectively.

Arranged hotel booking, mailers and reminders to all investors

Managed entire ground logistics for the event despite the impending flood conditions

Coordinated with the HR team in employee engagement activity planning

Dec’11 – Mar’13 Home Credit as Executive Assistant to CEO

Role:

Supervised the CEO office, single handedly; reported to: CFO, CRO, CIO and COO & the National Sales Head

Managed office administration and EA functions

Prepared meeting minutes in desired format

Designed PPT’s and collate them as per requirement

Coordinated and communicated with all department heads on behalf of the CEO

Organized and managed CEO’s calendar

Monitored bookings for hotels for CEO, India or abroad

Worked as a communication link between the CEO and the entire organization

Assisted expats in every way possible to make their stay in India comfortable; assisted with Visa extensions at local FRRO office

Worked with property agents to identify homes for our expat employees, coordinated with animal quarantine dept. for clearances for pets, as almost all had one.

Assisted with culture checks for expat employees coming from Kazakhstan & other areas, and help them understand Indian culture.

Often supervised pantry staff on behavioural training especially with expats and organising food & beverages according to their tastes.

Highlights:

Received the CEO’s appreciation for excelling in this role even though the role was very demanding and required

confidentiality to be maintained

Appreciated by all heads and awarded increment within 6 months

Always commended by all expats visiting India for guiding them at every stage in all situations.

Apr’10 – Dec’11 A&A Infrastructure as Senior Executive-HR

Role:

Executed HR Generalist Activities i.e. recruitments, inductions, maintaining employee records, policy implementation, performance appraisal, disciplinary action mailers, employee trainings up to exit interviews and full & final settlements.

Administered the entire HR documentation functions entailing joining formalities, personnel file management and leave management, attendance of more than 80 employees on and off the construction sites

Designed monthly payroll on ERP for my entire organization up to reconciliation of payroll with the

accounts department

Monitored grievance for employees, implemented HR policies and procedures as per company rules and assisted in EPF and ESI implementation through third party.

Managed the recruitment process of fresh Civil Engineers through consultancy and college campus for our organisation.

Sep' 08 – Feb’10 Lakshya Aim as Senior Executive-HR

Role:

Generalist profile including entire gamut of hr functions involving recruitments, employee onboarding, rolling out offer letters, induction.

Prepared monthly employee attendance, leave management and assisted making monthly payroll

Monitored full and final settlements as well as exit interviews as and when required

Executed functions including Talent Acquisition and Employee Engagement etc.

Jan' 00 – Dec' 07 Leaseforcee Consultants as Head Outsourcing Team

Role:

A very satisfying long innings as a recruiter adept at handling both permanent & temporary/contractual positions.

Assigned a one off special project by NIIT, wherein they outsourced recruitment process to us for hiring of Technical writers, conducted successfully.

Among others, extensively worked with HP, Agilent, Ericsson, Microsoft and other such renowned names for providing them contractual employees.

Was responsible for Client Management and frequently interacted with my counterparts in the above organisations.

Got brief on open positions, and in turn quickly shared with team to start search and reduce TAT. Closed many positions in record time, received appreciation from Clients’ for the same.

Worked with team to source CV’s from different job portals, conducted telephonic interviews with eligible candidates & briefing them about interview rounds.

Managing end to end contract recruitment ; provided ongoing support till joining via regular follow ups with candidates.

Also responsible for offers letters, briefed on contract period, leaves, company rules and regulations and maintained employee records

Worked with EPF/ ESI Consultant for smooth induction and exit of employees,

SPOC for all contractual staff- took up employee queries, contract extensions, exit management, full & final settlements etc.

EDUCATION

B.Ed from MDU, Rohtak, 2022

PGDHRM from Symbiosis, Pune in 2009

PGD in IRPM, from Bhartiya Vidya Bhavan, New Delhi in 1999

B.A (P) from Sophia Girls College Ajmer, Rajasthan in 1994

TECHNICAL SKILLS

Swift-Advanced Excel NIIT, Gurgaon

MS Office, MS Outlook

EXTRA-CURRICULAR ACTIVITIES

Undergone Vipassana meditation, Vastu Shastra course, learnt Yoga etc.

PERSONAL DETAILS

Date of Birth: 20th October 1972

Address: South City 2, Gurugram



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