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Executive Assistant

Shell
Support to the GM of Office, Chennai and Management team, reporting often with deadline pressures
and conflicting priorities
Manage time optimization, calendar, Travel coordination, Communication planning, Office management,
Managing external interface
Coordinating hiring activities and schedules, coordinating meetings and group events
Submitting expense reports and invoices for GM
Producing agenda and key action points for weekly team meetings
Being first point of contact for managers PR and speaking engagements
Organizing team, client visits and events
BUSINESS MANAGEMENT & EXECUTIVE ASSISTANT PROFESSIONAL
Enterprising leader & planner with a strong record of contributions as an Executive Assistant, invigorating
businesses, heightening productivity and improving systems & procedures, seeking senior level
assignments with an organisation of high repute
PROFILE SUMMARY
A result-oriented professional with over 14 years of experience including nearly 6 years of experience in
Executive Assistance, Administration, Corporate Communication, Time Management, Liaison
Coordination, Client Relationship Management; 4 years experience in Commercial Banking along with
over 4 years in Program Management & Community Development, Training & Development and Teaching
with globally reputed multinational organizations in India & Kuwait
Managing the day-to-day operations of the office, organizing & maintaining files & records, planning &
scheduling meetings and appointments
Preparing & editing correspondence, reports, presentations, providing quality customer service and
working in a professional environment
Expertise in evaluating, establishing & maintaining MIS development policies and procedures and
proficient in handling the activities in coordination with the internal / external departments for the smooth
business operations
A planner & strategist with proven skills in managing administrative & operational controls in corporate
communication and relationship building through a synergic set of communication activities
Proficient in effectively managing documents for streamlining systems to facilitate achievement of
organizational objectives and ensure profitability of operations
Proven skills in providing comprehensive support for executive-level staff including scheduling meetings,
coordinating travel and managing all essential tasks
Expertise in maintaining records, writing the minutes of the meetings, corresponding with external &
internal clients & scheduling important meetings

Spearheading screening of calls to top management, managing top management's calendars along with
making top management's travel arrangements and file expenses
Performing coordination of meetings & events, preparing reports, following up with various heads for
completion of tasks and maintaining internal customer relation
Contributing as the administrative & functional point person for the MDs and CEOs corporate and
community personal matters to ensure smooth functioning of activities and processes in multiple lines of
business
Driving the business in Sri Lanka by coordinating with all concerned teams focusing on sales, inventory,
overdue, customer service, marketing, supply chain along with additional duties for HR & Accounts
Instituting concentration on B2B business, Joint Venture (Sheenlac Noroo Paints) with Korean Giant
Noroo Paints, collaborating with the marketing agency for various Marketing needs of the company
Interfacing with various internal departments & Jenson & Nicholson India Ltd. for the Joint Venture launch
activities along with compiling Sales, Production and other departments monthly performance reports,
analyzing and submitting the inferences to the management
Proficiently setting up & imparting training the Administration team, Front Office Executive and Travel
Desk along with managing multiple projects as assigned by MD and CEO, related to diverse lines of
business and community interests with inter-related activities & relationships

Executive Assistant
Ernst & Young Pvt Ltd
December 2011 November 2013 (2 years)
Systems management Providing day-to-day administrative, secretarial and logistical support for the
smooth functioning of the company.
Communications Developing all the outward communications for employees, superiors or customers.
Managing all the incoming mails.
Time management and Organization Ensure timely setting of appointments and meetings, especially
from a point of view of confirmations to/from all participants and fixing up of time and venue for the same.
Ensure timely finalization of travel and stay arrangements.
Track expenses and prepare expense reports
Maintain office calendar to coordinate work flow and meetings
--------------------KPMG Chennai Reporting to - Partner; Department - Tax
Roles and Responsibility:

Manage calendar and coordinate conferences accordingly


Handling and filtering all incoming calls of his desk
All arrangements during business trip which includes Flight, accommodation and Local Travel
Claiming and managing travel/personal reimbursements on behalf of Partner
Coordinating with Travel Desk for travel arrangements for Partner and Director
PO Creation and submission to finance team
Client coordination and appointments
Coordinating with Department Managers on submission of reports, etc
Sending mails and make arrangements for meetings scheduled
Approving of PO,Expense report raised in Re-connect
Approving of Taxi for tax team on his behalf
Boardroom and conference blocking

0-----Responsible for working closely with the GM to ensure that his day to day official
routine is smoothly handled. Regularly keep the GM up-to-date on relevant activities
& follow-up results.
Maintain high levels of confidentiality regarding official matters.
Responsible in office management / stationary management as well as
documentation.
Basic requirements analysis & management of vouchers, checking bills, making
accounts summary etc before submission to finance department.
Read and interpret data and make preliminary reports/presentations for the GM.
Drafting business/official letters. Research on the net for various information that
may be required for business / business related presentations.
Co-ordinate & follow up with other departments/consultants/vendors related to
any incomplete tasks and update the GM about the same.
Appointment setting, scheduling meeting, preparing minutes of the meeting, Coordinating Travel plans, hotel reservations etc.
PR with senior officials of other businesses in the neighborhood on behalf of the
GM.
Attending telephone calls, handling minor issues that may otherwise interfere
with valuable executive time. Extend other secretarial services to the GM as per
requirement.
Responsible for his overall travel management(Tickets/Accommodation/Cab)
Responsible for arranging meetings Managing a motivated team with a strong
emphasis on team building & team work.