Executive Assistant with 10+ Years of Experience

Curriculum Vitae

Mr. Pratik Suresh Bagade

Mobile No: - 842*******

e-mail ID: **************@*****.***

Residential Address:

A-Wing, Flat-411, Madhuban

Society, Vishrantwadi,

Pune- 411015.

Objective

I aim to work with a forward-thinking organization where I can demonstrate my abilities, skills, and potential while striving to secure a respected position by committing myself to my work. I am a highly organized and detail-oriented Executive Assistant with over 9 years of experience in providing comprehensive and skillful support to senior executives. As a self-motivated professional with exceptional research and writing skills, I excel at building positive relationships with clients and colleagues at all levels of the organization. I am dedicated and focused, capable of prioritizing and managing multiple tasks to achieve project goals successfully. Academic Background & Other Achievements

MBA IN OPERATION MANAGEMENT and BUSINESS ADMINISTRATION. Indian School of Business Management, Pune. (2019-2021) HOTEL MANAGEMENT – Alagappa University

Metropolitan Institute of Hotel Management, Pune. (2004-2006) H.S.C.

K.V. Pendharkar College Dombivali, (2002-2004)

S.S.C.

Range Hills Secondary High School, Pune. (2000-2001) Other Skills

• Completed Compliance training FCPA at Medline Industries India Pvt. Ltd.

• Completed Compliance training FCPA at Medline Industries India Pvt. Ltd.

• Completed Service Culture Training, from Hotel Le Meridian, PUNE.

• Completed N.C.C. {National Cadet Corps}, from Range Hills Secondary High School. Work Experience

Currently working with Millennium Semiconductors India Pvt Ltd – (Executive Assistant to CMD)

(July-24 – Till date)-Pune

Worked with OLA company (Executive Assistant to CEO – BU Head) (Aug-22 – Apr-24)-Pune-Banglore

Worked with Hilti Technology Solutions India Pvt Ltd (Executive Assistant to European Managing Director – (Dec-2020 - May-2022) – Pune-Delhi

Worked with Bhilwara Info Technology Ltd. (Jan19-June20)(Laid off–Covid Pandemic)-Pune

Worked with Decos Software Development Pvt. Ltd. (June-17-Dec-18) (As an Executive Assistant cum Admin support) (Contractual basis)-Pune

Worked with Tridiagonal Solutions Pvt Ltd (Aug 2014 – Nov 2016) (As an Executive Assistant to Director cum Office administrator)-Pune

Worked with Medline Industries India Pvt. Ltd. (Aug-12-July-14) (As an Executive Assistant cum Sr. Office Administrator to the American General manager)-Pune

Worked with Inter Continental at the Mumbai Airport and Hotel Le Meridien, Pune – (2007 – 2011)Mumbai - Pune

Job description

As an Admin officer, key responsibilities are:

• Establish standards, procedures, policies, systems, and services to maintain company operations effectively.

• Implemented physical security and admin control for ISO 27001: 2013.

• Manage all employee's daily Pick up and-drop transportation. (Cab facility).

• Managing end-to-end office administration and facility parts.

• Manage international and domestic travel hotel stays.

• Manage statutory and compliance activities including PF, PT, Shop Act renewal, etc.

• Manage company billing, receivables, and banking activities.

• Complete vendor management.

• Maintain relationships with building tenants and owners.

• Manage office space including rents, fees, maintenance, and improvements.

• Maintain and manage office budget, and expenditures, analyze variances and consumption trends.

• Maintaining office records, filing system, and retention procedures.

• Maintain office infrastructure& and set up of complete office.

• To prepare a PO for procurement, new agreements, and renewals with vendors.

• Preparing Employee ID cards, Business cards, welcome kits, and annual gifts depending upon employee's year of completion.

• Coordinating with HR for HR tasks.

• Conference and board meetings lunch/Dinner arrangement.

• Handling Petty Cash and maintaining data every month.

• Preparing MIS report (Stock consumption/consumables Inventory).

• Handled and developed (140000 sq ft) complete process of Company Relocation and new office setup with infrastructure (HILTI & OLA).

• Manage CCTV cameras and footage for security purposes.

• Manage facility management activities including security, utilities, and maintenance.

• Managing overall procurement of office supplies, including stationery, consumables, Equipment/ IT, and furniture.

• Pre-planning of the audit with the finance team.

• Successfully organized the company's top management off-site event and company kickoff event as a project in charge.

• Arranged Blood camp and health check-up activities for the complete building Offices.

• Managing Office Cafeteria, Pantry, and Canteen (BF/Lunch and Evening snacks)

• Handling travel B1/ H1/H4/ and Canada Visa process and travel insurance.

• Preparing Visa Invitation Letters for Employees.

• Handling International- Domestic Air Ticket booking and web check-in.

• Handling all official agreements, and AMC operation of office properties. (A/C, Furniture, Pest Control, flooring, Carpet, etc...

• Coordinate employee recreation activities, key events, birthday celebrations, monthly get-togethers, annual Trips, Annual games, Events, and parties.

• Key Responsibilities of House Manager:

• Staff Management:

Hiring, training, scheduling, and supervising household staff, including housekeepers, cooks, and gardeners.

• Budget Management:

Overseeing household budgets, tracking expenses, and managing financial records.

• Property Maintenance:

Coordinating maintenance and repairs, ensuring the property is well-maintained and safe.

• Supply Management:

Managing inventory, ordering supplies, and ensuring the household is stocked.

• Event Coordination:

Planning and coordinating events, parties, and gatherings.

• Communication:

Acting as a point of contact for staff, contractors, and homeowners, ensuring clear communication.

• Scheduling and Coordination:

Managing family schedules, coordinating appointments, and making travel arrangements.

• Security:

Overseeing security measures and ensuring the safety and security of the household.

• Guest Services:

Greeting guests, ensuring their comfort, and handling any guest-related requests.

• Administrative Tasks:

Handling household bills, managing correspondence, and maintaining records. As an Executive Assistant key responsibilities are:

• Conduct research to prepare, and gather briefing materials, agendas, and decks for all executive-level meetings.

• Manage MD’s complex and frequently changing travel arrangements and coordinate pre- planning of trips.

• Manage travel approvals and other software/hardware approvals on the system on behalfof the MD. (Oracle/SAP HANA/SAP Concur)

• Organizing External/Internal meetings attending them and taking minutes.

• Time management, organizing skip meetings, tracking navigator defaulters.

• Develop and maintain an alert system for upcoming deadlines on incoming requests, projects, and events.

• Providing support during the performance review.

• Liaising with other staff regulatory authorities, suppliers and clients, etc.

• Keeping high confidentiality of MD's work.

• Flexibility in work as per MD’s schedule and appointments.

• Maintain customer confidence and protect operations by keeping information confidential.

• Contribute to team effort by accomplishing related results as needed.

• Single-handedly managed team-building initiatives, Kick-off, Annual events, and year- end events.

• Process travel expenses and reimbursements.

• Handling most of the personal requirements/ activities and keeping a note for the next schedule.

• Assist with the preparation of Operations and Regional Board meetings including relevant papers and reports.

• Scheduling Monthly Business review management meetings with all project leads and finance heads, noting MOM circulating with the given deadline of task and following up on the same.

• Process expense reports as necessary and required approvals.

• Reviewing operating practices and implementing improvements where necessary.

• Team player with the ability to work independently in a fast-paced environment.

• Preparing agenda items for meetings taking and transcribing minutes and circulating them to appropriate personnel.

• Sources information for reports, presentations, and discussion papers and prepares correspondence, reports, and presentation material (excluding technical details).

• Undertake special projects, and tasks as required.

Calendar management

• Day-to-day activity: blocking meeting/conference rooms. Typing, scanning, faxing letters, and keeping the conference room ready for meetings.

• Scheduling Board of Directors meetings every quarter and monthly Business review and finance meetings. (Taking Minutes of meetings)

• Provide General Secretarial/administration support to the MD.

Travel Support

• Manage End-to-end travel arrangements, both Domestic & and international travel as and when visas and forex are required. Managed overall international and domestic travel without facing any difficulties for our company's MD during the Covid / pandemic situation.

• Time & Expense Reporting - Filing time and expenses after every travel.

• Independently handled 44 nos. employee’s complete Europe travel arrangements in one go with Visa/ Ticketing / Travel Insurance/Hotel accommodation requirements/ Ground transportation.

• Make overseas travel-hotel bookings, VISA, Planning appointments, and business tours.

• Coordinated and set up high-level conference calls, board and management meetings, special events, and travel arrangements for top executives.

Document Production

• Format documents adhering to Accenture best practice standards. Liaise with suppliers to produce mass copies, ensuring that documents are bound and well presented.

• Secretarial functions like maintaining a diary for appointments, and meetings, filtering any incoming calls, emails, information, documents, etc.

• Correspondence from the desk of M.D., documentation, etc.

Communication & Client Relations

• Answered a high volume of incoming calls and in-person inquiries from clients and colleagues; treated each person with respect and provided information and referrals.

• Acted as liaison and maintained open lines of communication among senior executives, board members, shareholders, middle management, and administrative staff.

• Sending out greetings on behalf of MD to internal stakeholders/clients on occasion.

Meetings / Event arrangements co-ordination

• Arrange internal and client meetings, book an internal meeting room, and arrange refreshments, audio-visual equipment, flipcharts, and catering. Coordinates with Events Management as required, Setting up conference calls and or video conferences. Working Lunch/Dinner and drinks.

• Organized company annual event (Family day outing event for 1400 people)

• Successfully organized company top management off-site event and company Kickoff event.

Additional Imp Task-Program Manager

• In the last 6 months started working as a program manager for an OLA Maps team.

• Arrange meetings & other facilities of the Project Team for updating on the project development.

• Coordinate the project’s requirements with the global team.

• Monitor business process flow, through various functions of the organization.

• Coordination follows up with clients, business associates, etc.,

• Liaison with consultants, associates, various government officials, etc…

HandlingOperations process/task as mentioned:

• Delivered operational excellence by managing daily operations to support and increase the business volume.

• Collaborations with management in the development of performance goals and long-term operational plans.

• Managing operational processes and performance, recommending improvement solutions.

• Implementing and monitoring day-to-day operational systems and processes that provide visibility into goals, progress, andobstacles for our key initiatives.

• Maintaining relationships with all leaders, external partners, and vendors to make decisions regarding operational activities and strategic goals.

• Supported in the recruitment process to schedule an interview with multiple forums till onboarding the new joiner with all the formalities.

• Planned and monitored and analyzed key metrics for the day-to-day performance of the operations to ensure efficient timely completion of the task.

• Managed and developed (40000 sqft-HILTI office & 100000 sqft-OLA company) complete process to set up the new Company office (complete infrastructure) as an assistant Project manager.

Personal Assistant activities:

• Managed personal tasks (Vacation planning/bookings, restaurant bookings, weekend getaways, Household Parties (Sundowner, dinners), household requirements Visa extensions, doctor's appointments, and many more as per the requirement…

• Making hotel arrangements, maintaining club memberships, managing credit card bills every month…

• Driver coordination, daily tiffin coordination at the house, car’s management. (insurance, service, etc..)

Personal Details

AREA OF INTEREST : Administration, Operations, Executive Assistant, Personal Assistant, . IT SKILLS : Advanced Excel / M S Office (WORD, POWER POINT, EXCEL), Oracle, SAP HANA- SAP Concur.

HOBBIES : HORSERIDING / SWIMMING& TRAVELING.

Name : PRATIK SURESH BAGADE

Permanent Address : A-Wing, Flat No-411, Madhuban Society, Vishrantwadi, PuneSex : Male

Marital Status : Married

Date of Birth : 8th June

1986. Contact Details : 842*******

Home Town : Panchgani

I hereby declare the above-mentionedinformation is true up to my knowledge. Yours Truly,

(Pratik Suresh Bagade)

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