Executive Assistant, Personal Assistant to Directors, Administrative

Kavita Dadlani

Navjivan Society CHS Ltd, Bldg no. 9/B2, Mori Road, Mahim West, Mumbai-400016, India Mobile no.+919********* Email : *********@*****.*** / ***********@*****.*** LinkedIn : https:// www.linkedin.com/in/kavita-dadlani- 379b6414/

Professional Summary

Dedicated and proactive Personal Assistant and Executive Assistant with over 25 years of extensive experience in supporting senior management in day-to-day operations, administration and executive support. Proven expertise in stakeholder communication, office administration, managing complex calendars, coordinating travel, handling confidential matters, with strong organizational skills and a commitment to efficiency, productivity, and mutual growth. Qualifications and Certifications

Educational Qualification:

BACHELOR OF COMMERCE 2006 MADURAI KAMARAJ UNIVERSITY

· Specialization: Audit and Financial Accounting

MASTER’S IN BUSINESS ADMINISTRATION 2010 IGNOU

· Specialization: Human Resource Management

PGDM -POST GRADUATE DIPLOMA 2023 IN EARLY CHILDHOOD CARE AND EDUCATION INTERNATIONAL COLLEGE OF TEACHERS AND TRAINERS (ICTT)

Certifications

SHORTHAND: 100 WPM: TYPING: 50 WPM GCC EXAMINATION

Additional Vocational Training

Secretarial Training Course – Inhouse training organized by HCC System Application Product (SAP) Document Management System Skills

Communication

o Strong coordination skills with effective intra- and inter-departmental communication. o Agile and attentive listener, ensuring clarity and understanding in all interactions. o Multilingual proficiency: fluent in English, Hindi, Marathi, and Sindhi.

Management

o Effective Team Player, Problem solving ability and Positive Negotiations

Computer Proficiency

o MS Office (Word/Excel/Power Point), MS Outlook.

Work Experience

PERSONAL SECRETARY TO FOUNDER & DIRECTOR SFA SPORTING SERVICES PVT. LTD MARCH 2022 -FEBRUARY 2025

Administrative support includes, but is not limited to: Scheduling meetings /appointments and Calendar management using G-suite. Page 2

- Proficient in managing meetings, appointments, and complex calendars using G-Suite. Skilled in optimizing schedules, minimizing conflicts, and ensuring efficient time management. Served as a key liaison for internal and external stakeholders.

Meeting Reminders

- Recognizing the importance, I tailored the meeting reminders to suit preferred communication of instant messaging.

Travel Arrangements/coordination

- Proactively managed travel logistics ensuring on-time arrivals with minimal disruptions and car Visa Processing

- Efficiently managed urgent visa applications, ensuring timely approvals. Secured long-term visas through strategic coordination with a trusted travel agent. Hotel Accommodation

- Sourced and arranged accommodation, considering the specific needs and preferences of travelers and secured economical, comfortable and convenient lodging options. Vendor Management

- Built and maintained strong relationships with travel agencies, hotels, and service providers. Leveraged negotiation skills to secure cost-effective rates and added benefits for the organization. Documentation & Database Management

- Managed business contacts and databases, ensuring accurate record-keeping. Handled documentation, filing, and independent internal/external communication. Prepared expense statements for Directors in line with travel policies.

Administration & Procurement:

- Negotiated and procured whitegoods (refrigerators, microwaves, tea/coffee machines) for optimal workplace integration.

- Sourced and onboarded travel agents, reducing travel costs by 15% while ensuring smooth arrangements.

- Established reliable car hire and stationery vendors, enhancing daily operations. Secured vendor contracts, achieving 10% cost savings on car hire and stationery while ensuring timely deliveries. OFFICE MANAGER & EXECUTIVE ASSISTANT (INDIA & UK) SAVANTS RESTRUCTURING LTD MAY 2020 –SEPT.2021

Worked with one of the UK-based Insolvency Firm, dealing in Insolvency cases of UK. Managed India Operations as Office Manager and my key responsibilities were as follows: HR Operations & Administration:

- Sourced candidates from the portals and recruited CS and CA candidates for India Operations.

- Preparing employment contracts for employees and business consultants.

- Overseeing attendance, monitoring Timesheets, Overseeing leave records of UK and India staff.

- Corporate policy review and implemented Changes in policy related to IT, Leave & Attendance.

- Liaising with staff within Mumbai and in the UK to ensure a high level of service to clients

- Sourced improvised telephone answering services by identifying and finalizing an effective service provider. Maintained communications channels with external and internal customers in line with UK directives. Marketing Team:

- Responsible for overseeing the productivity of the Marketing team. Marketing campaigns through LinkedIn were designed and monitored with a team of 5 people reporting to me.

- Rostering of staff and streamlining Teamwork allocation.

- Marketing campaigns through LinkedIn for generating leads/prospects for the business. Confidential handling LinkedIn accounts of Directors, Consultants, Insolvency Practitioners, etc. Page 3

Information Technology:

- Single point of contact for IT-related issues for UK and India (hardware & software matters)

- Sourcing new IT service providers and assisted in migrating server.

- Assisted on revamping of our website and provided inputs. PERSONAL SECRETARY HCC JULY 1995 – FEBUARY 2020 Worked with HCC, a leading Infrastructure company as Personal Secretary to the Head of Engineering Department and various other verticals within the company spanned over 25 years. Have been an integral part of the Engineering Team for successfully coordinating all matters within the internal and external Leadership team. Have also officiated short-term management of offices of the Executive Director and President from time to time. Primary Responsibility

· Scheduling meetings/appointments and Calendar management using Microsoft Outlook.

· Taking dictation, minutes of meetings, drafting letters, and other official correspondence.

· Timely Travel arrangements –Hotel accommodation and car hire requirements

· Maintained business contacts/ visiting card database in the system.

· Managed Documentation and Independent Communication. Additional responsibility /support for Pre-tender stage Projects:

· Floated enquiries to Design Consultants & negotiations with the consultants.

· Prepared comparative statements, Recommendation notes, issued LOI, Work orders to consultants

· Tracked invoices based on the agreed terms and conditions of work order and processed for payments. Administrator for the following activities:

· SAP (System Application Product) Module - Document Management System

· Created purchase orders and invoices in SAP system. As a document controller issuing of ISO Control docs. to Service Departments & Project Sites and uploaded technical documents on DMS module. SECRETARY HINDUSTAN DORR-OLIVER LTD 1990-1995

· Dictation, Preparation of quotations, comparative statements, attending phone calls, shorthand and transcription, travel arrangements, fixing appointment, liaise with government agencies and external contractors.

STENO-SECRETARY UNIVERSAL CAPSULES LTD 1988-1990

· Managing day-to-day Telephone calls.

· Shorthand and transcriptions and typing of account statements, quotations, filing, etc and managed timely travel arrangements for the team viz Air/Visa/Hotel accommodations and car hire. Key Competency & Personal Attributes

· Pleasant personality with excellent communication and analytical skills.

· Thorough knowledge of MS Office and good typing speed with high level of accuracy

· Maintaining a high level of confidentiality.

· Good administrative skills & high Office etiquettes and strong learning curve Personal details:

· Date of Birth : 23rd November 1966

· Languages known : English / Hindi, Marathi and Sindhi

· Marital Status : Single

· Nationality : Indian

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