Executive Assistant to Senior Vice President
Accor Hotels
Total years of experience :5 years, 3 Months
Designation : Executive Assistant to Senior Vice President - Operation- India & South Asia & Vice President - Development - India & South Asia Department : Operations & Development Duration : July 2022- Till date
Key Responsibilities:
o Provides administrative support to the SVP Operations, India & South Asia and VP Development, o Ensures the implementation of policies, standards, and procedures as they apply to the administrative functions. o Prepare the relevant materials for all meetings attended by the SVP Operations and VP Development. o Completes operational requirements by scheduling and assigning employees; following up on work results. o Type, take dictation and minutes, draft letters, file and trace, compose correspondence. o Arranging travel, meetings and appointments.
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Prioritizing the job in hand based on the urgency and completing it at the stipulated time.
Designation : Executive Assistant Department : Legal Duration : Mar 2019 - July 2022
Key Responsibilities:
o Email: Read, categorize, forward and respond effectively. o Assisting top management in terms of business letters and other business correspondence.
o Schedule appointments and maintain appointment calendars. o Arranging meetings, taking minutes and distribute meeting minutes to appropriate individuals. o Interacting remotely with people from foreign cultures. o Event Management: Arranging both in-house and external events, office parties, management meetings etc. o Document and communicate all guest requests/complaints to appropriate personnel. o Vendor Management: Bookkeeping, payment of bills, research, price, and purchase of office supplies, whenever needed. o Greet persons entering the office, determine the nature and purpose of visit and direct/escort to destination. o Creating expense report post travels on Concur software o Able to prioritize, manage time and work with deadlines. o Devising and maintaining office systems. o Liaising with staff in other departments and with external contacts. o Keep check on Contractors like Housekeeping, Electrician, Plumber, Groceries and stationary personnel and Coordinate with their supervisor for any issue. o Insurance and related coordination. o Maintaining and Processing Invoices of Outside Counsel. o Updating attendance, and keeping a track or record of leave and attendance for the further procedure by HOD, o Good telephone etiquette. making and answering important phone calls effectively & courteously o Assisting all India team with their day to day routine work. o Dealing with authorities and Owners for smooth documentation, follow-ups and maintaining up to date records. o Arrange business trips for the head of Legal and Development which includes ticketing, Visa, flight/hotel, and scheduling business meetings and other appointments. o Travel for signing the Contracts and represent the Legal department. o Assisting the India team of Lawyers for preparation and vetting of the Hotel Management and Business Agreements for all South Asia projects (India, Maldives, Nepal, Sri Lanka, Bangladesh, and Bhutan), drafting, reviewing, amending, analyzing, and business communications. o Providing legal assistance to the Human resources team for employment matters and contract to draft for employment and other relating matters. o Coordination with Legal consultant/liaisoning agencies in other countries for legal cases, dispute resolutions and preparation of contracts with travel agents as per local laws. o Preparing signing authorities and assisting with pre-execution formalities. o Following-up and completing post-signing process. o Uploading of executed agreements on to the Software (Legal software) which enables viewing of signed agreements at any given point by all the offices across the World. o Work with external legal counsels for preparation of a report after conducting due diligence. o Co-ordination with headquarters in Bethesda, USA, and Hong Kong relating to Legal matters. o Maintain E-Legal library and Legal Document Repository. o Conducting legal research as requested. o Handling the Legal invoice process. o Coordinate with external agencies for the subscription of Legal Magazines/Journals. o Plan, coordinate, and supervise all activities for the existing or new clients.