Executive Assistant
Software AG
Total years of experience :8 years, 7 Months
• Manage and maintain executive schedules, including scheduling travel and conferences, making appointments, and making changes to appointments
• Answering and directing calls to appropriate executives and parties, taking messages.
• Greeting visitors and determining access to appropriate parties.
• Overseeing administrative policies within an organization and within the office; recommending changes as appropriate.
• Project Management Office for the GCS India.
• Representing them by attending meetings on their behalf and speaking for them.
• Ensuring the operation of equipment by completing preventive maintenance requirements; troubleshooting malfunctions; calling for repairs; maintaining equipment inventories; evaluating new equipment and techniques.
• Handling the Facebook and Twitter Handle for Software AG India.
• Responsible for all Internal Communications.
• Ensuring the Time Sheets have been updated by the employees and working closely with the Finance Department for the monthly invoices to clients.
• Prepare reports, collect and analyse information; prepare presentations for All Hands Meetings, Quarterly Business Review, Client Interactions etc.
• Data analysis; Proficient in Access, MS Word, Excel, Outlook. Perform filtering and sorting of data, V-lookup and other functions.
• Coordinate finances, assist with budget preparation.
Working with the Finance Director to organise his Travel Bookings, Calendar setup and Adhoc activities.
•Manage his complex and frequently changing travel arrangements and co-ordinate pre-planning of trips.
•Create his expense reports, budgets and filings systems. Also, reconcile his credit card statements and ensure timely payment.
•Develop and maintain alert systems for upcoming deadlines on incoming requests, projects and events.
•Act as a co-ordinator for various projects, organizing staff meetings, sending out communications and provide any support required as per the situation.
•Prepare weekly reports, presentations and prepare adhoc documents as required.
•Maintain the calls, emails and meeting schedule on a daily.
•Prepared bi-weekly time, expense and travel reports.
•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.
•Wrote correspondence; proofed and edited press releases and other documents to ensure accuracy and consistency.
•Coordinated preparation and timely dissemination of company reports and slide presentations for board meetings.
Achievements:
•Reduced the Travel Expenses by 20% of the Director’s budget within the first three months of joining.
•Hosted numerous seminars, creating invitations and promotional materials, booking the venues and selecting the guest speakers.
•Honeywell Technologies Solutions Lab. 22nd June, 2010 - 28th February, 2014
Working for the MD, VP, 2 Directors and CEO for the conglomerate company which is into Import Export, Educational Institutions, Infrastructure and Charitable Trust.
•Handling all the consular tasks since my direct reporting manager is an Ex-Honorary Consul for Sri Lanka.
•Handling all the official political work, with respect to reports and presentations.
•Screen emails, callers, visitors, etc. and manage voice mail
•Maintain and coordinate executive(s) schedule, Outlook calendar and contacts, conference calls, travel arrangements, etc.
•Screen and distribute incoming and outgoing mail
•Assist in planning company functions
•Maintain and update marketing data base
•Participate in meetings and prepare meeting minutes.
•Coordinate travel, including air fare, rental cars, and lodging for staff
•Manage executive’s receipts and expense reports
•Prepare Keynote presentations, Excel spreadsheets, brochures, marketing info., etc.
•Assist Account Executives with project tasks
•Plan events, order food and other necessary items for meetings
•Assist President with personal errands and financial duties
•Help ensure facilities are ready/clean for clients at all times
•Administers various human resources plans and procedures for all company personnel
•Assists in development and implementation of personnel policies and procedures
•Participates in developing department goals, objectives, and systems
•Monitors performance evaluation program and revises as necessary
•Maintain company organization charts and employee directory
•Recommends new approaches, policies, and procedures to effect continual improvements in efficiency of department and services performed by employee.
•Maintain Human Resource Information System records and personnel files
•Perform other related duties as required and assigned
Achievements:
•Administering and being a backbone the entire BBMP-2015 Social Media Campaigning for the KPCC. Liaising between various means of Media Communication (Audio, Visual and Print) in the city and ensuring a smooth flow of the event.
•Organised 11 large scale events in a span of 9 months along with my core activities
Travel & Expense
Core Responsibilities:
•Multiple complex calendars management for 3 VPs and 2 Associates.
•Scheduling meetings with global business unit leaders by coordinating with their offices. Successfully handled 50 plus meetings in a single trip made by my leader.
•Support team of 180 plus with travel, visa, short term assignments, travel settlements and other general administrations.
•HR operations - Ensure all on boarding formalities are fulfilled by raising a new joiner provisioning requests, seat allocation, laptop/ desktop allocation, all admin related support to new team members
• Initiate all internal transfers, short term assignments and off boarding in the enterprise portals and get approvals in time. Successfully handled 150 plus employees on boarding, 90 plus short term assignments, 50 plus transfers and 30 plus off boarding’s.
•Maintaining headcount graph, coordinate for the campus recruitments and lateral hiring processes.
•Validate and approve travel related expenses adhering to company policies fors team members.
•Support various global leaders for their visit to India with all logistical assistances.
•Organize quarterly and year end events for the entire team within Bangalore and outside Bangalore by coordinating / negotiating with vendors, travel arrangements and other entertainment activities without exceeding the approved budget.
•Coordinated for large events like global conference for the team of 120 members with their international region specific travel arrangements.
•Exposed to the process of on boarding 45 interns for the tenure of 2 months by coordinating their logistics, admin and human resources related functions.
•Responsible for training new joiners on company attendance system, travel expense management system, other company policies and procedures.
•Maintain various files / trackers affiliated to management by regular updates and changes.
•Space / seat management for large team with regular internal seat movements.
Partner Data Acquisition, Reporting and Compensation
Responsibilities:
•Created highly effective organizational and filing systems, including quick and thorough indexing, filing and offsite storage, resulting in easy access to critical information and streamlined office functioning.
•Coordinated and set up high-level conference calls, board and management meetings, special events and travel arrangements for top executives.
• Conducted extensive Internet research on competitors and potential acquisitions, reporting findings to VP. Developed, formatted and maintained databases.
•Updated and maintained his calendar, completely re-organized the Executive and Finance libraries, and assisted managers with special projects as needed, including building renovations and office move.
Achievements:
•Numero Uno Award for excellent Customer Service in a short span of time.
Std - ICSE