Executive Assistant Secretary

R.Lavanya

E-Mail: *************@*****.*** Phone: +91-978**-*****

New No: 11 Old No : 13 Nehru Street, Kannappa Nagar, Arumbakkam, Chennai 600106

Professional summary

Having 15+ years of experience in Banking, Insurance, and Engineering sectors exposure in the area of Operational& company Secretarial functions. Seeking a highly challenging career, where I can apply my knowledge. Acquire new skills and contribute effectively to grow with organization. Work well in teams and independently

CORE COMPETENCIES

Visionary EA National & Global Operation High stake negotiation

Data Restructuring Follow-up & Development Tactical Planning

System & Process Management Meeting, Project, Travel Management Public & Media Relations

Phoenix Medical Systems Pvt Ltd (January 2022 to present)

Designation: Executive Assistant – Snr. Manager

Report to the Managing Director & Executive Director

Preparing MIS - Target vs Achievement Report for Sales & Service globally and will be circulated every month, Incentives to be calculated for sales & service team based on the report.

Dealing with the government authorities for statutory process for Factories & Head office like Fire License, PCB, Product Liability Insurance, Equipment Amendment or license work.

Approvals and queries of all department such as manufacturing, packing, purchase, Admin & R & D.

Coordinating with government health secretaries (IAS) to get approval for government orders and fixing up appointment with them on behalf of MD

Travel Management / Calendar Management

Department reviews, MOM to be sent & regular follow-up with all department for

Entire company expenses will be verified and processed for all department globally

Taking control of the factory crisis management,

KAC Fibers Pvt Ltd (Sep 2014 till May 2020)

Designation: Executive Assistant – Snr. Manager

Report to the Managing Directors & CEO

Scheduled & Coordinated meetings, appointments, travel arrangements for seniors

Preparing & editing letter, reports & emails

Allocate the daily work for the labors

Follow up with the client & get the daily update from the client of the project

Purchased & maintained office supply inventories,

Greeted visitors and determined to whom and when they could speak with specific individuals

Developed and updated spread sheets related to contract accounting.

Prepared, edited, revised and validated contractor invoice by company

Attained on-time payments by apposite and effectual monitoring and controlling of suppliers invoices.

Monitoring the itineraries, hotel, cab arrangements for their domestic & international business plan.

TVS & Sons Chennai. (February 2013– July 2014)

Designation: Executive Secretary

Report to the Global President

Update on daily basis of Meetings/Call details in CEO’s Calendar.

Co-ordinate for the meeting and fixing the venue etc.

Attending all the review meetings on a monthly basis & will be preparing the Minutes of Meeting with the help of the concerned heads.

Coordinating with all departments for any meetings, update of

Any documents etc.,

Arranging Air Ticket with travel desk & handling hotel booking – National & International.

Arranging for visas

Coordinating with HR Dept. for interviews

Arrangement and management of Board meetings

Arranging for the Hotel Accommodation for the guest

Handling Global President Mails – Under his guidance will reply his mails which are quite confidential in nature.

Fixing conference calls both domestic and international through bridging.

Providing the travel approval for the employees & sending to finance department for the claims

Verifying the legal documents

Ramboll Engineering Consultancy Chennai. (July 2011– Feb 2013)

Designation: Executive Secretary

Report to the COO (Indian COO & Expat COO)

Update on daily basis of Meeting/Call details of the COO in his calendar assisting in day-to-day work

Preparing the Minutes of Meeting & presentation of slides in MS – Power Point

Arrangement and management of Board meetings, Group Directors Forum, corporate parties and events

Preparing the Project Status Report by every discipline on a weekly basis for an COO & Corporate Director review

Arranging the Hotel Accommodation for the guest& COO visiting other places in Chennai & outside India also

Arranging Air Ticket with travel desk & handling hotel booking – National & International

Coordinating with HR Dept. for conducting an interviews, staff attendance

Preparing the employees CV & updating in the Intranet site

Any celebrations, & other new items in Chennai office will be updated in the Intranet site

Coordinating with all the Discipline Leads for any meetings, update of any documents etc.,

Preparing the company Policies & Procedures

Explaining about the Company Code of Conduct to the new joiners

Aviva Life Insurance (Sep2006 – Oct 2010)

Designation: Executive Assistant

Report to the Regional Director - South

Preparing the Sales MIS & Sending to National, Regional Director & Branch Managers daily

Preparing the Recruitment MIS, Target & Achievement for Branch Managers, Deputy Mangers, and Zonal Managers & Monthly tracker will be sending to all the Heads. Reimbursements of sales managers, branch managers& deputy branch manager’s reimbursements will be checking & sending to finance

Conducting the meeting & providing training for Exec Assistant for preparing the MIS

Coordinating with Cluster Managers to prepare the Travel Plan & Schedule for RD's visit in various branches in South

Distributing the FPA's & SM's Gifts & Certificates to the respective locations of Southern Region

Preparing the Minutes of Meeting & update the PPT for every review meet

Coordinating with HR Dept. for conducting interviews, leave, staff attendance

Verifying the Reimbursements of South team & getting the approval from Regional Director & sending to Finance Dept.

Daily Interaction with all Departments Heads (HR, Admin, Operations, Finance & Training) for various meetings & follow ups

Preparing monthly chart with training department for providing the training

to sales mangers & FPA’s - South

Arranging Air Ticket with travel desk & handling hotel booking – National

Maintenance of Personal and official records / files of Regional Director, Zonal Managers & Cluster Managers and important and Confidential Data

Update on daily basis of Meeting/Call details of the Directors in the company portal & assisting in day to day work etc.

Reliance Life Insurance (Jan2006 – July 2006)

Designation: Sales Manager

Recruitment of Advisors

Providing a proper training & practical assistance for advisors

Conducting the meeting for the advisors & motivate them about the contest for the month & achieving my sales target on time

ICICI Bank (Jan2004 – Dec 2005)

Designation: Business Banking Executive

Handling the assets products (Overdraft Facility, Working Capital Funding)

Meeting the Top clients directly & explaining about the asset products & finishing my target on time

WWI (DS Max) (Jan 2000 – Nov 2003)

Designation: Executive Sales

Managed & executed the operation of sales with 20– 25 members in the team & overall responsibility on sales target

Assigning work to team members

Providing practical assistance & training to employees

Motivating & providing guidelines to employees

Achieving all the targets given

Achieved the best Leadership Award for 3 years @ WWI DS Max

Achieved best MIS Award @ Aviva Life Insurance

Achieved best Recruiter Award @ Reliance Life Insurance

EDUCATION AND CREDENTIALS

Master in Public Administration at Tamil Nadu Open University,

Bachelor of Commerce from Madras University,

Diploma in Export Management (Gems & Jeweler) at National Institute of Export Management

Software- MS- Word, Excel, PowerPoint & Tally 7.2

R. Lavanya

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