Assistant Manager - Executive Assistant & Business Support
Aster DM Healthcare
مجموع سنوات الخبرة :13 years, 2 أشهر
Organizing day to day activities, managing internal and external schedules for the Chief of
Innovation & Research.
▪ Coordinate External Meetings, Events & Conferences for the Chief. Accumulate all the relevant
information/agenda for the meetings and update it in the calendar. Set reminders in Chief’s
calendar about the important meetings and keep him informed of any changes in the schedules.
▪ Make sure the project reports are updated. Collate the relevant details from the
team/Stakeholders on monthly basis. Review the details, share the deck/reports and share it
with Chief for the meetings with Senior Leadership & Chairman. Following up with the teams
regarding their respective projects/any information advised by the Chief.
▪ Arrange travel for the Chief as/when needed.
▪ Coordinate with the HR with regards to On-boarding & HR activities for the new joiners in the
team. Act as a HR/Admin point of contact for any HR related issues, and for any requirements
for the team.
▪ Ensure the team submits their KPIs in system and at the time of self-reviews as well by sending
reminders and make sure they complete it on time.
▪ Organize team gatherings, farewells, sending gifts and wishes on birthdays.
▪ Support the team in executing the agreements (NDAs/Contracts). Liaising with the project
managers/stake holders for relevant context/details of the requirement. Keep a track of all the
contracts and share it in the One Drive for Legal access.
▪ Organize team gatherings, farewells, sending gifts and wishes on birthdays.
From July 2021 till date - handling the recruitment and coordination of Employee engagement and L&D activities. Part of the HR team in various activities.
Assisting the VP & Head of Clinical Development & Stability and Project Management Head in
various activities like Calendar Management, Travel Arrangements, Corporate Card Statement
Submission, Schedule meetings & appointments, Reimbursement Process, Organizing Travel
for both International & Domestic, Accommodation Arrangements and Transport
Arrangements.
▪ Maintain electronic and hard copy filing systems and ensuring timely retrieval of documents.
▪ Manage appointments and calendar for VP
▪ Organize International and Domestic travels for VP
▪ Responsible for arranging visas for VP’s international travel
▪ Organize site visits for VP and his direct reports
▪ Handle email communication on behalf of VP as and when required
▪ Arrange client meetings for the VP and his direct reports
▪ Organize events such as Birthday celebrations, Get-together, Team outing etc for the team
▪ Coordinate with HR and arrange the spot awards, monthly & quarterly awards for the team
▪ Liaise with internal and external stakeholders on behalf of Head of the department.
▪ Responsible for preparing various reports like IT budgets, Head count reports, Inventory
requirement for financial year for the Head of the Clinical Development and review the same
with the information collated from direct reports and senior management.
▪ Travel Expense Statement Preparation & Verification for the Project Management Team and
Clinical Operations team.
▪ Responsible for follow ups with the senior management with regards to reports, data, slide
deck etc and review the same.
▪ Monitoring and sharing the leave requests of Project Managers to the Project Management
Head by collating information from SAP.
▪ Responsible for maintaining the overall client list information for Project Management by
collating the details from each vertical.
▪ Organizing Client/Sponsor visit arrangements by closely working with Project managers and
Business development team, supporting them with all the logistic arrangements and preparing
agenda for the visits.
▪ Creating Purchase Requisition for Project & Service-related requirements.
▪ Responsible for Leave Request, SAP access and IT Resource Access Approvals.
▪ SPOC for Senior Project Managers in case of any IT/EAM/Admin related issues and liaise with
the respective teams for resolution.
▪ Assisting the Chief People Officer and Chief Information Officer as their EAs backup during
planned leaves.
▪ To attend to any necessary activities as required from time to time
Supporting the UK counterpart in various tasks
▪ Updating, processing, and filing of the process documents
▪ Raising credit/invoice e-forms and chasing it for approvals.
▪ Arranging meeting rooms and booking it using outlook calendar.
▪ Arranging itineraries/travel and accommodation for UK employees.
▪ Arranging stationary items for the UK colleagues via online
▪ Reviewing the cost center budget for various departments and sending the data to the stake
holders and head of the department.
▪ Raising Internal Orders for the Sales and Marketing team and sending it through managers for
authorization.
▪ Providing Discount Access Rights to the Account Managers to access the Quote Application
System
▪ Helping the manager to make sure the documents are updated and reviewed during the audit
time.
▪ Supervising the work of office juniors and assigning work for them.
▪ Creating quotation for raising Sale or Return for the customers
▪ Creating Loan IT e-form for the customers and file the data
▪ Updating holiday cards for the Sales, Marketing and Business Operations team and emailing
the data to their managers
▪ Creating Sales Process for the Sales team, adding quotation and adding attributes to it.
▪ Raising purchase orders and chasing outstanding accounts.
Meeting and greeting clients to the office.
▪ Supervising the security officers and housekeeping staffs to ensure efficient service and ensure
the files are maintained accurately.
▪ Handling incoming / outgoing calls, correspondence, and filing
▪ Arranging & coordinating transportation for shift employees
▪ Booking meeting rooms
▪ Updating, processing, and filing of all documents
▪ Arranging refreshments for the board meetings and HOD s conference.
▪ Monitoring inventory, office stock and ordering supplies, as necessary.
▪ Taking care of office maintenance
▪ Distribution of couriers/parcels
▪ Raising of purchase orders and invoice tracking.
▪ Creating and modifying documents using Microsoft Office.
▪ Organizing training program for the staffs along with the L&D department
▪ Collate CCTV report and send data to the manager.
▪ Providing card access to the employees & maintain a tracker of the same
▪ Issuing Sodexho food coupons to employees monthly as per their allowances provided by HR
and sending reports to the managers.
Professionally and effectively employs service skills to achieve the target.
▪ Collate feedback from the customers via email/phone and keep a track of it.
▪ Maintain data of the services.
▪ Collate all the data of the services, feedback of the customers and email to the senior
management.
▪ Inform the customers regarding their warranty expiration and direct them to the sales
department.
▪ Updating, processing, and filing of all documents
Key Skills:
Secretarial activities, Business Operations Administration, Client Relations, Creation of Purchase
Orders for Internal/External Orders, MIS Reports in SAP, Invoice Verification, Creating BFN in SAP,
Travel Management, Inventory control, Reimbursement process, Internal Sales Order processing,
Credit Invoice Creation
Distance education