Executive Secretary
CARE and Planning for Hospitals Co. Ltd
Total years of experience :11 years, 0 Months
• Complete Responsibility for the office of the Director of Sales & Marketing - Dental Division
• Maximizing the Director’s work schedule by maintaining a vibrant business and personal almanac
• Composing correspondence for and on behalf of the Director
• Organizing Inter office meetings & external meetings and conferences
• Scheduling appointments and reconfirming before the desired time
• Maintaining high level of confidentiality
• Organizing and filing of all paperwork’s and softcopies
• Preparing minutes of meeting and distributing among the related individuals
• Control and manage itineraries for the Director Sales for business and personal travel. Ticketing, hotel, local transportation and meeting schedules
• Preparation of expense accounts and business expenses of President and extended team in a timely manner and ensure follow through with reimbursements and filing. Respond to audit questions through closure.
• Telephone management at President’s office. Ensure all phones are answered or appropriate arrangements are in place for systematic retrieval of messages and closure.
• Anticipate and prepare material required for conferences, meetings, internal reviews, Executive briefings, candidate interviews and scheduled telephone and conference calls.
• Provides assistance to maintain Shared folders and SharePoint site as needed for the department.
• Respond to changing business needs when required. Duties and responsibilities subject to change per management requirements.
• Government Tender Preparation
• Preparing Quotations and Contract
• Coordinating with the partner companies during exhibitions and training programs for their travel plans
• Making arrangements for the training programs coordinating with the staff and trainer for the travel arrangements and other requirements
• Coordinating with 2 different travel agencies for tickets and hotels for the staff as well as for management.
• Responsible for the inventory of the office supplies
• Requisition and issuing PO’s for the stationaries and office supplies of the office
• Coordinating with the maintenance and contracting company
• Responsible for the maintenance and requisition of the other site offices and other branch offices
• Responsible for the exhibitions organized and participated by the company.
• Taking care of the booking for conferences & Exhibitions organized by the company.
• Contracting with TA’s & hotels for special fare and rates
• Maintaining relationship with all the major hotels we are dealing with and getting special corporate rate contract.
• Maintaining relations with the airlines to get special deal and confirmation during peak periods.
• Coordinating with HR for the annual ticket booking for the employees and their families.
• Coordinating with other different departments in order to receive their yearly travel calendar and make arrangements accordingly.
• Preparing reports for all the outbound and inbound travels.
• Preparing report for all the bookings, cancellation, refunds and changes fees paid.
• Reporting to the Sales Director & General Manager.
Bachelor of Commerce Graduate through Maharashtra Board from Mumbai University, Completed Studies through correspondence after the high school