Shilpa Mary Anish

EXECUTIVE ASSISTANT
23 March 2005 - 16 January 2014
NEXANS- FRANCE (High Voltage Power Cabling Solutions)

 Supporting the executive by reading, researching, and routing correspondence; drafting letters and documents; collecting and analyzing information; initiating telecommunications.
 Maintain the executive's appointment schedule by planning and scheduling meetings and travel.
 Maintain customer confidence and protects operations by keeping information confidential.
 Complete projects by assigning work to clerical staff; following up on results.
 Prepare reports by collecting and analyzing information.
 Maintain office supplies inventory by checking stock to determine inventory level; anticipating needed supplies; evaluating new office products; placing and expediting orders for supplies; verifying receipt of supplies.
 Ensure operation of equipment by completing preventive maintenance requirements; following manufacturer's instructions; troubleshooting malfunctions; calling for repairs; maintaining equipment inventories; evaluating new equipment and techniques.
 Creating shipping documentation including bills of lading, shipping labels, and export paperwork
 Routes outgoing shipments through various freight forwarders and schedules transportation of shipments
 Works closely with Logistics providers to assure on-time shipments.
 Maintains shipment files, issues reports, and responds to customer inquiries regarding status of shipments.
 Posts orders and shipping information daily using computer system.
 Prepare project organization and communication charts
 Track & manage contemplated change notices and change orders in the database
 Prepare substantial completion certificates and ensure all required project close out documents are obtained
 Use project scheduling and control tools to monitor projects plans, work hours, budgets and expenditures
 Effectively and accurately communicate relevant project information to the client and project team
 Issue Contracts, Letters of Intent, Purchase Orders, etc.
 Supervises other project staff, assigns tasks, sets priorities
 Prepares records of project activities, oversees and ensures the timely processing in and the delivery of required materials
 Verify and analyses the accuracy of all data and information used or generated by project, resolves any discrepancies or problems
 Serves as liaison for departments, coordinates activities and exchanges information.

 Taking Notes
 Scheduling Meetings
 Open, sort and distribute incoming correspondence, including faxes and email.
 Managing Office Material
 Stock Management
 Preparing Drafts
 Reporting
 Arranging Meetings
 Routine Administration Work
 Project Coordination
 Maintaining Archives
 Keep up to date with current promotions and hotel pricing, to provide information to guests, on request.
 Maintains continuity among work teams by documenting and communicating actions, irregularities, and continuing needs