Executive Assistant
Bhatia Brothers
Total years of experience :16 years, 10 Months
Job Profile: -
• Independently handling secretarial correspondences and routine admin duties (i.e. mobile bill, expense claims, travel etc.)
• Screening phone calls at desk, sending communication to all levels of the organization
• Taking care of day to day calendar management and setting up meetings. Keeping track of upcoming scheduled meetings, internal and external contacts
• Handling all confidential correspondence and reports
• Keeping record of proof read and edit all outgoing correspondence e.g. letters, funding
• Maintain data or official material internal / external meetings i.e. PPT Presentations, all types of reports
• Monitoring tasks delegated by the CEO to the department to ensure that completed work is achieved to agreed deadlines
• Work closely with the CEO to ensure that all projects and contracts are up to date and ensure relevant managers produce monthly management reports
• Manage all filing system in relation to new business opportunities and external contacts'
• Taking care of coordination and arrangement for all types of meetings and events happening in or out of the organization i.e. Board meetings, Quarterly, PRM monthly, Sales meetings get together etc.
• Co-ordination with internal departmental heads and arranging meetings and conference
• Keeping track record of monthly reimbursement claims for CEO’s office.
• Taking care of travel arrangements (Ticket Booking, Hotel & Pick - Drop facility, Visa, Forex requirements) for entire team
• Planning con call / Skip Level meets on weekly basis
• Planning Offsite for the team and arranging end to end support
• Planning of meets and making prior arrangements for the same
• Handling his 8 corporate division department individually for the BB group
• Preparing Pending point list and following up on the same
Job Profile
A. Secretarial Profile
1. Handling Sr. President & COO office
2. Scheduling meetings (Internal & External), conferences & Calendar management
3. Managing Hotel, travel, ticket, Visa and Forex for the COO and his entire team
4. Keeping track record of expense reimbursement claims for COO and his team (i.e. travel, food, accommodation, fuel, medicals, Investments etc.)
5. Personal booking for family, car insurance, mobile bill, travel assistance.
6. Arranging Birthday parties, get together, Offsite travel, Business Trips Guest relations etc. on monthly, quarterly or yearly with end to end support
7. Independently handling secretarial correspondences and routine admin duties (i.e. mobile bill, expense claims, travel etc.)
8. Screening phone calls at desk, sending communication to all levels of the organization
B. Executive Assistant Profile
1. Coordinating with different departmental heads such SVP, EVP, GEVP, President, Sr. President, Group President, Sr. Group President, Executive Directors, Directors, Regional Heads, Corporate Heads, and External Clients, MD & CEO and their respective Executive Assistant and secretaries as well & arranging meetings and conference
2. Planning of meets and making prior arrangements for the same.
3. Keeping track on projects assigned by COO and follow up on the same with the relevant Business Head in loop with Business Managers of the COO
4. Manage all filing system in relation to new business opportunities and external contacts
5. Monitoring tasks delegated by the COO to the department to ensure that completed work is achieved to agreed deadlines
6. Taking care of day to day calendar management and setting up meetings. Keeping track of upcoming scheduled meetings, internal and external contacts
7. Handling all confidential correspondence and reports
8. Keeping record of proof read and edit all outgoing correspondence e.g. letters, funding
9. Work closely with the COO to ensure that all projects and contracts are up to date and ensure relevant managers produce monthly management reports
10. To arrange Brainstorming session with respective TL’s and Regional leaders on weekly basis with the below ( on Call // Face to face)
11. Coordinating with Business Managers for Agenda of meeting and minutes post meeting.
12. Strong follow up with all and Business Manager for the output of the project
13. Follow up on regular mails sent by the COO and coordinating with respective departments for the same
14. Coordinating with finance department for the claim of employee within department for payments and follow up on the same
15. Documentation to be handed over to COO 3 days prior for the Board, Quarterly, Half Yearly or AGM meeting
16. CO - ordinate with Audit and compliance department for Board papers and other important information related to COO
17. CO - ordinate with Risk department and their heads for monthly review meetings for non - complied transactions as guided by COO
18. Pre verification and authentication check of every document which is for COO’s sign off and forward the same to respective department. Also, maintain a file with copy of the same,
19. Maintain filing and documentation of every single department under COO and copy of every single paper signed by him
20. Maintaining the database of any documents and important notes for the COO
21. High confidential documents will be kept locked in the COO’s office with access to me only
22. Maintaining confidentiality related to information pertaining to COO, his official or personal things and travel plans
23. Follow up for collecting data for Monthly Business letter and preparing the same for submission of COO which will be later sent on to MD & CEO’s office. This activity is done within every department and published on monthly basis within the company.
More details in CV
From May 2012 till June 2013
Company: Yes Bank Limited
Designation: Executive Assistant to Sr. President & COO (Operations & Service Delivery / Corporate & Service Delivery / Infrastructure & Network Management)
From October 2011 till May 2012
Company: Yes Bank Limited
Designation: Executive Assistant to Group President (Transaction Banking Group & Liability Management)
From March 2011 till September 2011
Company: SM Infra Power (India) Pvt. Ltd. (Power Projects)
Designation: Executive Assistant to CEO
From June 2010 till FEB 2011
Company: KMI Business Technologies Pvt. Ltd. (Authorized Distributor for Konica Minolta)
Designation: E - Marketing Executive & Assistant to Director - (Marketing, Logistics & Sales)
From November 2008 till October 2009 (1 Year Contract)
Company: Promo Pack Solutions LLC, Packaging Industry and Co - Packing Services
Designation: Sales Coordinator cum Executive Assistant to Director
1. Cross selling Products over the phone.
2. Quality check of calls.
3. Handling customer service calls.
Year Degree University / Institution Rank 2010 - 11 T.Y B. Com Delhi Commercial University First Class
2005 - 06 Diploma Course Photography, J. J. School of Arts First Class