Executive Assistant Administrative

SUMAN MALHOTRA

Address T **/* DLF Phase * Gurugram E-Mail: ******.********@*****.***

Phone: +91-981*******

A Versatile Self-Motivated and Proactive Executive Administrative Professional spanning across various Verticals with focus on achieving organizational goals

Core Competencies

Executive Support to CXO

Calendar Management

Travel Management

Vendor management

Legal Agreements, Contracts

Written Correspondence

Expense Reimbursements

Cross-functional Collaboration for Monthly Reports

Team Admin Support

Global Visits

Project Timelines Tracking

Strong interpersonal skills and the ability to build relationships with key stakeholders

Excellent Verbal and written communication skills

Flawless Organization skill and collaborations skills

Attention to detail

Time management and multi-tasking

Good Negotiation skills & Assertiveness

Handling confidential information

Proficiency in using MS Office Suite (Outlook, Word, PowerPoint, Excel)

Profile Summary

A seasoned professional with problem Solving approach experience in leading the Executive Assistant Support Role.

Excellence in providing executive level administrative support to C-suite, coordinating with functional heads to ensure timely submission of reports with minimum supervision.

Proactive approach to relate to stakeholders’ communication in a cross-cultural set-up (Vendors, Consultants Local & Government Authorities, and so on)

Works closely with the top-level leadership to understand the grass-root level details. Shadowing the Vice President and entrenching in the everyday management of the schedule along with cognitive prioritization of engagements and key responsibilities

Coordinate with support functions for new hire laptops, accesses, payroll setups etc. • Be the first point of contact • Internal communications (Employee related announcements, etc.) • Written Drafts on Internal movements – Support and process internal movements (IJP’s, transfers, etc.) • Participate and support in internal and external audits • Ensure connect with Team members and manage grievances, issues, queries on policies etc.

Maintaining employee data of the respective teams

Support TA related activities as needed with background check process. Exceptional attention to detail, ability to meet tight deadlines, superior organizational skills, and the ability to juggle multiple critical requests. A high level of integrity and discretion in handling confidential and sensitive information, and professionalism in dealing with internal and external stake holders.

Managing complex tasks and projects quickly with little to no guidance, act with appropriate urgency to situations that require a quick turnaround, and take effective action without having to know the complete context.

Coordinate with the top-level leadership for tracking the progress on the current focus areas/processes

Plan and strategize the daily tasks/engagements/meetings for the senior management

Discern the priorities as per the current business goals and act as a placeholder for the senior management

Act as the point of contact among executives, employees, clients, and other external partners

Manage information flow in a timely and accurate manner

Provide administrative support to the Leadership Team for managing schedules, appointments, information and communication

Research, prioritize and follow up on issues and concerns. Manage, coordinate and arrange travel and travel-related activities, including visa application, price comparisons for Travel related requirements

Resilient and able to function under demanding circumstances

Managed internal & external communications Cross-functional team coordination.

Srijan Technologies Private Limited, Gurgaon January 2023-Present

Srijan is headquartered in New Delhi with delivery centres/work locations in Delhi, Gurgaon, Pune, Bangalore, Chennai, Hyderabad, Ahmedabad, Indore, Kolkata, and Jaipur. Srijan is a global engineering firm that builds transformative digital paths to better futures for Fortune 500 enterprises and nonprofits all over the world. Srijan operates in 9 countries, including Singapore, the Philippines, Malaysia, Hong Kong, the USA, the UK, Germany, Australia, and Japan. The company has championed open-source technologies over the last two decades, bringing advanced engineering capabilities and agile practices to some of the biggest names across Media, BFSI, FMCG, Aviation, Telecom, Technology, and others.

Executive Assistant to Director PMO

Calendar Management

Strategically organize internal and external meetings, events, and tasks to optimize executive’s time with respect to priorities, goals and objectives.

Prioritize conflicting needs; handle matters expeditiously, proactively, and follows-through;

International & National Travel Management Co-ordinate travel and stay arrangements and plan logistics; Visa documentation & Formalities. Compile business documents for travel-related meetings;

Interview & Induction Plans

Interview Scheduling with leaders and cross-functional teams

New Hire Pre-onboarding & Onboarding Support for senior leadership

Documentation

Maintain effective records and administration. Take minutes of meetings as required.

To provide administrative support in the follow up and completion of departmental work plans;

Assist with miscellaneous special projects or duties as needed;

Managing the content of information flowing into and out of the VP’s office, schedule of the VP, correspondence and presentations, and other executive support, as needed.

Tracking & Following up Team Projects Timelines

function independently and executes a variety of routine tasks in support of the day-to-day operations of the MD. Serving as all-around gatekeeper to the MD’s office.

Providing calendar and scheduling coordination, ensuring the most effective use of the CXO’sattention and focus. Choreographs complex projects/processes/events and ensure that all facets of travel are flawless.

Proactively monitor assigned executive’s schedule to identify conflicts and reach out for input / resolution before time or priority conflicts occur. Working as Focal Point of Contact globally. Addressing and resolving team queries

Coca-Cola India Private Limited, Gurgaon Sep’17 – March 2021

Executive Assistant

Calendar Management

Strategically organize internal and external meetings, events, and tasks to optimize executive’s time with respect to priorities, goals and objectives;

Prioritize conflicting needs; handle matters expeditiously, proactively, and follows-through;

International & National Travel Management Co-ordinate travel and stay arrangements and plan logistics; Visa documentation & Formalities. Compile business documents for travel-related meetings;

Expense Management

Manage expense reports, reimbursements and official bills; Approve claim submissions, tracking invoices and payments;

Office /Facility Management • Assist in co-ordination with admin and logistics team for events / meetings/ seminars as assigned; Schedule and co-ordinate meetings and appointments as required; manage changes in schedules efficiently.

Work cross-functionally internally and with external vendors for events and celebrations;

Team Engagement

Extend support to host Organization’s upcoming events;

Coordinate team building activities, support facilities team in execution of unit wide initiatives

Interview & Orientation

Interview Scheduling with leaders and cross-functional teams

New Hire Pre-onboarding & Onboarding Support

Communication

Prepare, draft, proofread and execute accurate business correspondence

Provide a bridge for smooth communication between the Exec's office and internal departments

Documentation

Maintain effective records and administration. Take minutes of meetings as required

Project Management

Be an integral part to help execute on a varying range of projects;

To provide administrative support in the follow up and completion of departmental work plans;

Assist with miscellaneous special projects or duties as needed;

Managing the content of information flowing into and out of the VP’s office, schedule of the VP, correspondence and presentations, and other executive support, as needed.

Tracking & Following up Team Projects Timelines and acts as a "right arm" to the VP.

Actively steer monthly Sales visits across India to initiate & increase Sales Volume

Provide support in launching new beverages in new prospective markets & non captured markets of other beverages

Creating awareness among consumers through market & Shops activation of products through hoardings banners, company branded marketing material

function independently and executes a variety of routine and complex administrative duties in support of the day-to-day operations of the VP.

Serving as all-around gatekeeper to the VP’s office.

Providing calendar and scheduling coordination, ensuring the most effective use of the VP’s attention and focus.

Choreographs complex projects/processes/events and ensure that all facets of travel are flawless.

Meets daily with VP to review schedule; ensures that materials for meetings are received on a timely basis and are relevant, complete and accurate.

Proactively monitor assigned executive’s schedule to identify conflicts and reach out for input / resolution before time or priority conflicts occur.

Working as Focal Point of Contact globally

Addressing and resolving team queries

Coordinated and facilitated training programs

Managing the corporate tie-ups with communication providers like Airtel, Vodafone & Reliance.

Developing and managing relationship with vendor including the negotiations for various administrative requirements

Hindustan Coca Cola Beverages Pvt. Limited, Location Gurgaon Apr’05 –Aug’17

Executive Assistant – CIO & Senior VP IT South Asia Region

Worked as global FOC for HCCB India IT team

Steered Administration Management for the IT Dept.

Facilitated IT Contracts, Agreements and the necessary approvals

Coordinated with external vendors and Monthly Global Reports

Providing Support for Onboarding and Induction of New Joinees in IT

Planned and executed relocation of Associates in liaison with Admin

Calendar & meetings management.International and National Travel Management for the CIO and Team Members.

Academic Details

Post Graduate Diploma in Business Management and Administration from, ‘Symbiosis Institute of Management Studies, Specialization in HR in 2004 Distance Learning

3 year German language certification from Max Mueller Bhawan New Delhi(Goethe Institut)

Graduation, Bachelors Degree in Tourism Studies from Indira Gandhi National Open University in the year 1999.

Fellowship (Classroom based) Programme in HR from Middle Earth HR Hyderabad & World HR Board 2013-2014

Marital Status: Married

Date of Birth: 15 October 1977

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