Executive Assistant Senior
Resume:
Rekha R
Senior Executive Assistant
*******.********@*****.***
Bengaluru City, Karnataka
SUMMARY
Dedicated and dependable Executive Assistant with vast experience in serving senior and C-level executives managing complex scheduling, event planning, and ad hoc projects. Recognized as an organized professional who can effectively multi-task with high attention to detail and accuracy. Leverages strong communication skills and a proactive mindset to work autonomously in a fast-paced environment.
SKILLS
Professional
Event Planning Vendor Management Budget Management Presentation Skills Team Management Microsoft Office Administrative Assistance Executive Secretary, Travel Management Time Management Appointment Scheduling Email Management Client Correspondence Administrative skills Great time management abilities Office equipment proficiency Multi-line phone proficiency Travel accommodations Expense reporting Travel coordination Office administration Office management Schedule & calendar planning Schedule Management
Software Asana AHA Confluence
Tools
Navan ( Formerly known as Trip Action) Business Make My Trip Concur SOTC Zoho travel
BCD FCM
WORK EXPERIENCE
Executive Assistant Feb 2024 - Present
Zitro India Technologies Pvt Ltd, Bangalore
Screened calls and emails and initiated actions to respond or direct messages for managers. Updated executives on changing business needs by thoroughly documenting internal and client meetings. Organized and coordinated conferences and monthly meetings. Developed and updated spreadsheets and databases to track, report on invoices and payment data. Processed travel expenses and reimbursements for executive team and senior management group. Responded to emails and other correspondence to facilitate communication and enhance business processes. Visited residential properties and prepared homes for clients' arrival. Coordinated events and worked on ad hoc projects.
Greeted arriving visitors, determined nature and purpose of visit and directed individuals to appropriate destinations. Coordinated residential property operations and prepared homes for clients. WORK EXPERIENCE
Sr Executive Assistant Mar 2021 - Nov 2023
Progress Software Development Pvt Ltd, Bangalore
Working across multiple time zones- EST, PST, CST, GMT+1(UK), GMT+2(Czech Republic)
Manage EVP & GM, VP’s calendar, schedule meetings, managing Org charts
Conducting leadership meetings - online meetings, video conference meetings, tracking and following up with leaders on open actions
Preparing discussion points for meeting and share minutes of meetings
Travel arrangements like ticketing, visa, forex, accommodation, taxi etc
Expensing all expenses like travel, medical and tax benefits
Handling Administrative activities of the department
Arranging for Offsite events
Maintaining meeting schedules for every year for the leadership team
Managing share point
Working on Asana tool for department org and tasks Sr Executive Assistant May 2015 - Sep 2020
Arvind Internet Ltd division of Arvind Ltd, Bangalore Sr.Executive Assistant to the CXOs
Manage VP’s calendar, schedule meetings, managing Org charts
Conducting leadership meetings - online meetings, video conference meetings, tracking and following up with leaders on open actions
Preparing discussion points for meeting and share minutes of meetings
Travel arrangements like ticketing, visa, accommodation, taxi etc
Expensing all expenses like travel, medical and tax benefits
Handling Administrative activities of the department
Arranging for Offsite events
Sr Executive Assistant Jun 2014 - May 2015
Flipkart Internet Ltd, Bangalore
Assisting the Vice President- IT Infrastructure
Working with all the Directors of the department
Working on HRMS
Preparing report from MIS tool
Arrangements for leadership meetings
Travel arrangements for the leadership
Sr Executive Assistant Sep 2013 - Jun 2014
Honeywell Technology Solutions Lab, Bangalore
Executive Assistant to the VP Globaland dotted line to 12 Directors Manage VP’s calendar, schedule global meetings, managing Org charts Conducting leadership meetings - online meetings, video conference meetings, tracking and following up with leaders on open actions
Preparing discussion points for meeting and share minutes of meetings Prepare agenda for leadership meetings and Sr. management visit. Travel arrangements like ticketing, visa, accommodation, taxi etc Expensing all expenses like travel, medical and tax benefits Working on tools like SAP, servell, Ibest
Visitor arrangements & Interacting with other departments Co-ordinating with counterparts and leaders in Beijing, Shanghai, Phoenix, Brno and Rolle for Global meetings and visits
WORK EXPERIENCE
Senior Executive Assistant Oct 2011 - Sep 2013
Intel Technology India Pvt. Ltd., Bangalore
Manage day to day secretarial function to the 3 Program Managers - Calendar Management, scheduling appointments, inventories, receiving, processing & follow up of inquiries, correspondence and documentation, filing etc.,. Tracking of action items during internal meetings
Schedule to liaise with other functions /departments on behalf of the manager. Client management, daily interaction with business heads, general office administration, seminars, conference coordination & minutes of the meetings.
Reviewing & prioritizing incoming correspondences, other mails & communication & determining actions required for follow-ups.
Handling of travel - including domestic, International & accommodations (including travel itineraries, visa processing & raising expense reports.
Prepare written /electronic correspondence & logs. Maintain client and employee databases for mailing & communication purposes. Working with MIS to generate daily reports/presentations for meetings Maintaining confidentiality
Request for PO’s and tracking invoices
MIS reporting
Executive Assistant Jan 2011 - Oct 2011
Adecco India pvt.ltd, deployed at Volvo 3P India Ltd., Bangalore
Secretarial support to Purchasing Director - Assisted all corporate functional departments like sales, finance, IT and Admin / Handled all admin activities for the department including petty cash management
Travel & Logistics Management – Co-ordinating with counterparts in USA, Sweden & China for travel and accommodation arrangements, co-ordinating with travel agents, issuing covering letters and invitation letters for travel, Expats arrangements
Mail & Calendar Management, Organizing Conferences and meetings
Invoices generation and processing in Enterprise Buyer Web Tool
Maintaining confidentiality
MIS reporting – Travel expense reports, MOM’s, Monthly MIS like Sales and purchase report, budget expense reports, Attrition Data for department
Departmental Secretary Oct 2009 - Jan 2011
Infineon Technologies Ltd, Bangalore
Assisted 3 Directors of the company
Calendar Management, Organizing Conferences, Meetings
Travel & Logistics Management – Coordination VISA & air tickets coordination, coordination with counterparts at Germany & Singapore
Assist in preparing preliminary Invitations and covering letters for employees’ Visa Application
Handle Operating expenses, Travel expense reports & MIS
Maintain Employee Database
Organizing and handling event management
Interact with Interdisciplinary units for support and admin functions
Substituting Managing Director’s Secretary
Departmental Secretary May 2006 - Aug 2009
KKK Services, deployed at Robert Bosch Engineering and Business Solutions Ltd., Bangalore
Calendar Management, Organizing Conferences, Meetings
Travel & Logistics Management – VISA & air tickets coordination, Domestic & International Travel, accommodations & transport for guest
Maintaining of Attendance - Department associates and update in SAP
Handling all admin activities – Maintaining stationaries, handling telephonic calls from onsite Engineers & Customers
Assigning new joiners in SAP
Coordinating for departmental activities.
Preparing monthly status reports
Spooling reports from SAP
EDUCATION
Diploma in Secretarial Practice : St.Joseph Institute of Business Administration
Business Administration
Jan 1999 - Apr 2000
II PUC: Hasnath Pre-University College for Women (Bangalore University)
HEPS
Mar 1997 - Jan 1999
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