Aloma Fernandes

• - Coordinating and scheduling internal and external meetings globally (US, EMEA, APAC, Japan) working closely with other EA’s/depts
• Planning intricate travel Itineraries and agendas liaising with business units
• - Primary Point of contact for internal and external stakeholders
• - Prepare meeting minutes and coordinating high-level internal meetings
• Maintain and track meeting file (Internal, Partner) arrange regular meetings ensuring smooth operations, alignment, project deliverables and timelines
• - Manage personal and professional administrative tasks travel, medical, visa, car rental
• - Process and reconcile expense reports and medical insurance claims

• Provided comprehensive administrative support to the General Manager, handling all professional and personal scheduling, travel visas, transfers, medical, car rental
• - Managed expense reports and medical claims for the GM and leadership team
• - Facilitated internal communication and maintained departmental distribution lists
• - Coordinate townhalls and departmental events
• - Acted as gatekeeper and trusted administrative liaison for all high-level engagements

Managed MD’s calendar, meetings, and business travel
• - Tracked billing, timesheets, and generated reports for finance
• - Reviewed and formatted presentations and business documents
• - Maintained up-to-date client records and internal systems
• - Oversaw facilities, procurement, petty cash, vendor contracts and utilities
• - Handled onboarding, and marketing coordination

Coordinated regional training programs, sales events, and conferences
• - Prepared contracts, sponsorship forms, promotional materials, invitations and raising the necessary project management workflows to facilitate all marketing events.
• - Raised purchase orders and supported customer order processes
• - Managed travel, visa, and expense for the GM and Managers
• Supported Sales team in all administration and operational related tasks

Handled travel and expenses
• - Supported customer services, prepared quotations, and ensured delivery scheduling
• - Managed petty cash and handled procurement for operational needs

Arranged meetings, travel, and interview coordination
• - Processed relocation, medical, and educational expense reimbursements
• - Liaised with HR and IT for new joiner onboarding
• - Managed facility operations, contract renewals, and administrative compliance
• - Responsible for all admin and operational tasks, primary point of contact for the dept

Managed executive calendar schedules and travel
• - Supported end-to-end executive search projects and client deliverables
• - key contact with clients and candidates, scheduled candidate travel & interviews
• - Oversaw candidate due diligence, reporting, and database maintenance
• - Administered office leases, utilities, procurement, and expense tracking
• - Developed strong relationships with suppliers, hotels, and travel vendors