Deepa Manoj

Maintaining the Vice Chancellor’s agenda and plan appointments, meetings, conferences etc.
Attending meetings and record minutes.
Handle and prioritize all outgoing and incoming correspondences.
Make travel arrangements for the Vice Chancellor and for the guests/ speakers for the Institute.
Handle confidential documents ensuring they remain secure.
Monitor office supplies and equipment’s.
Maintain electronic and paper records ensuring information is organized and easily accessible.
Prepare presentations or reports as assigned.
Monitor expenditure and budget monitoring.

To maintain daily schedules for the co-ordination of the Chancellor, Provost and the Deans.
To service meetings, including preparation of meeting papers, presentations and taking minutes. Communicating, as required, with guest speakers for these meetings on protocol and logistics and arranging for IT and catering requirements.
Independently research confidential, controversial and restricted data/ other material as required by the Chancellor for various projects.
To make all logistical arrangements, including travel, for the Chancellor.
To liaise effectively with internal and external contacts.
To deal with distressing situations sometimes on behalf of the Chancellor, as first point of contact with parents and students.
To respond accurately and efficiently to all enquiries for the Chancellor.
To research general material and upload abstracts on the links/websites for the Chancellor and proofread the abstracts/ presentations before finalizing.
To be able to work with minimal supervision, independently or as part of a team.

1. Diary management
2. Assist in planning and preparation of meetings.
3. Participate in internal office meetings, take minutes and make a follow up on action plans.
4. Travel management and arranging visas and tickets for management.
5. Prepare MIS reports for the group CEO.
6. Confidential mail handling, business correspondence etc..
7. Handling personal bank and insurance payments for the management.

Maintaining Managing Director’s diary and calendar - plan and organize the travel calendar in advance especially to exhibitions and meetings.
Plan and schedule appointments with customers, suppliers, social networking people.
Provide a full range of support services for CEO and MD.
In charge of confidential file management, personal and professional.
Mail handling, record maintenance and supply ordering.
Organizing and servicing meetings with clients and suppliers.
Prioritize, organize and complete tasks in a timely manner.
Arrange for visa and tickets for management travel.
Prepare regular purchase reports / MIS and analysis for senior management for effective monitoring and control.
Liase and co-ordinate with banks.
Collect business cards from the Director, maintain and follow-up.
Revive data of old clients. Co-ordinate with the Directors for reconnecting with them by giving corporate gifts and sending personalized emails.
Participate in internal and external meetings, take minutes, and make a follow-up on action plans.
Screen resumes submitted to company and post openings to job boards.
Liase between all concerned departments to ensure proper communications and reporting practices.
Draft business communications for Directors as and when required.

Handling the procurement activities, issues related to claims of furniture and household items.
Liaising with suppliers for payments etc.
Monitors sell thru of items and propose re-order level.
Supplier negotiation for prices and early deliveries.
Prepare power point presentations for trainings.
Follow up on key co-ordination with retail managers .
Draft business communications as and when required.

Responsibilities include processing bookings, confirm same for western region for correct vessel and container pick-ups.
Ensure immediate clearance of Bill of Lading release to the correct party.
Assist customer in resolving day-to-day e-commerce issues.
Provide quotes to customer on demand as inhouse sales.
Provide quotes to customer on demand as inhouse sales.
Checking and clearing disputes on invoices raised to release Bills of Lading