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Administrative Assistant Project

Chennai, TN, 600087, India
3,50,000/- per annum
August 24, 2012

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Shyamala Vasudevan

No. ***, Janaki Nagar, Valasaravakkam, Chennai 600 087

Mobile No. 928-***-**** Email

Seeking challenging assignments in Administration and Commercial Operations with an organization of high repute.

Professional Synopsis

A seasoned professional with around 13 years of experience in the Secretarial, General Administration, Commercial and Operation Management fields.

Presently associated with Automotive Infotronics Limited (A Joint Venture between Ashok Leyland and Continental AG)

Have strong exposure in Facility Management, Travel desk, Logistics and commercial operation.

Have vast experience in procedural aspects in ISO 9001 & ISO 27001.

Core competencies

Devising and implementing Admin and IT Polices and procedure for ensuring smooth functioning of operation.

Maintaining vendor files to ensure smooth functioning in commercial operation.

Co-ordinating and arranging for deputation activities of our engineers

Act as a single point contact with respect to procedural issues pertaining to IT and Admin.

Professional experience

Worked as Admin Officer for Automotive Infotronics Limited (A Joint Venture between Ashok Leyland and Continental AG) April 2008 to March 5, 2012

Roles and Responsibilities

Directly Reported to CEO & CFO of Automotive Infotronics, taking care of CEO office and entire administration of the company.

Facility management

Handling facility management activities such as Housekeeping, Security, Office Maintenance, Printing & Stationary.

To ensure smooth operation, frequently co-ordinated with Builder owners and association and had a good reputation.

Taking care of day to day administration activities.

Travel Desk

Arranging accommodation, ticket booking for Domestic and International.

Taking care of full deputation activities (ensuring smooth functioning on overseas travel, visa formalities, forex and overseas medical and ticket booking)

Local travel arrangements.

Commercial operation

Vendor file list has been maintained pertaining to IT and Admin.

Negotiated for all capital expenditure with respective vendors for the requirement of both Admin and IT peripherals.

Interacting with Building owners and finalizing the office space according to the head count of the organization.

General Activities

Maintaining attendance records and provide necessary inputs for payroll.

Maintaining office cash and forex for overseas travel

Maintaining checklist for necessary bills such as EB, Telephone for making the payment on time.

Passing on vendor bills and arrange for payment ontime.

Taking care of Annual Maintenance contract for all capital items.

Booking hotels for both domestic & international customers at corporate rates.

Budget and Budgetory control for Admin and IT.

General secretarial activities such as maintenance of CEO calendar and arranging for the meeting and taking care of CEO office.

Working at Ashok Leyland Ltd. as Secretary cum Administrative Assistant for an Executive Director in Research & Development division through Krysalis Consultancy Pvt Ltd.

January 24, 2007 March 2008

Key Deliverables

Day to day secretarial function

Maintaining calendar of Executive Director

Arrangement for internal and external meeting

Co-ordinating for conducting workshops

Day to day administrative activities.

Taking care of ticketing (both domestic & international), checking the bills & forwarding it to finance.

Booking of cars through travel agents, checking the bill & forwarding it to finance.

Contacting vendors, negotiating prices for purchase of capital and revenue items pertaining to Advanced Engineering Group.

Taking care of Annual Maintenance Contract.

House keeping

Maintaining employees personal files.

Co-ordinating for ISO – 27001 activities.

Taking care of VISA & Insurance.

Maintaining registers such as fixed asset register, incoming & outgoing courier register.

Taking care of asset insurance.

Maintaining monthly telephone bills.

Co-ordinating with HR for arranging interviews.

Booking hotels for both domestic & international customers at corporate rates.

Negotiating with hotels & finalising corporate rates.

Worked in Babcock Borsig Power IDEA Ltd, Chennai as PERSONAL SECRETARY to Vice President January 1994 to January 2002

Key Deliverbles

Taking dictations and transcribing.

Individual Correspondence - foreign and local

Checking mails, responding to mails and taking necessary actions.

Preparation of Invoice after discussing with Project heads.

Making arrangements for meeting with Outsiders.

Preparation of Agenda for meeting and Minutes after meeting.

o Organizing events such as conference, meeting (internal) and sending notification to all project heads and preparation of minutes of meeting.

Preparation of specifications and quotation for project tenders.

Preparation of profiles of company based on customer’s requirement.

o Discussion with sub contractor along with Project head for negotiation to place orders.

Placing orders to sub contractors after discussing with Vice President.

Making travel arrangements - Foreign

Arranging for foreign currency, travel tickets, boarding and lodging at foreign countries.

Gathering details from project heads and preparation of documents, PPTs for meeting with Foreign Delegates.

Making travel arrangements – Local

Maintaining VPs personal files such as insurance, credit card, bank account etc.

Meeting foreign visitors and making arrangement for their boarding and lodging.

Preparation of manpower planning chart in discussion with concerned Head od Department and HR.


Co-ordinated for ISO 27001 activities and we obtained for Advanced engineering division of Ashok Leyland.

Co-ordinated for ISO 9001 activities.

Till date all the deputation activities without any failure and got the appreciation from the management.

Co-ordinated for IT Infra activities and thereby made a lot of saving for the company.


B.Com from Madras university

Pursuing MBA finance through Madras university

Personal details

Husband Name: P.Vasudevan

Date of Birth: 19.05.1975

Personal strength

- Self-Confident

- Decision Maker

- Communication & Presentation Skill

- Can handle any kind of pressure and can solve problems

- Flexible and can handle a team.

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