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Click here or scroll down to respond to this candidate1 of 4Candidate's Name
Street Address E-Mail: EMAIL AVAILABLE Mobile: PHONE NUMBER AVAILABLECAREER GOALTo be a part of an organization which needs & appreciates an experienced & result oriented resource, also to be a value proposition to both the external & internal customers of the organization. PROFESSIONAL EXPERIENCETPG (Texas Pacific Group) Inc, Mumbai November 2013 to February 2024 Executive Assistant to the MD & teamTPG, a leading global alternative asset management firm headquartered in SFO & has offices in New York, Fort Worth & other offices globally. Worked in the Mumbai office, India.Acts as a gatekeeper to screen calls, visitors, & drop-ins for internal employees& external individuals/companies.Manages Executives commitments & calendar for internal & external meetings/zoom conferences; Maintained an electronic filing system to maintain & organize files.Complex travel across multiple time zones & modes of transport - domestic & international travel.Coordinates virtual & in-person meetings, including confirming attendees.Prioritizes responding when required on behalf of Executives in verbal & written communications.Collects & analyzes information to draft letters, documents, & agenda materials of a highly confidential nature.Assists in preparation of presentation materials in PowerPoint, Excel & MS Office.Reconciles & submits Concur expense reports in a timely manner in accordance with company policies; Ensures materials & reports for signature are accurate & complete.Schedules & coordinates meeting space & logistics for various meetings, including executive meetings, board meetings, external meetings.Coordinates & arranges travel itineraries & arrangements (flights, lodging & ground transportation) for the Executives including planning complex itineraries & expedite last-minute changes, sometimes after regular business hours in multiple countries.Manages Outlook calendars which requires a high degree of balancing external/internal meetings, able to adjust & reschedule appointments on short notice to accommodate the needs of the Executive.Coordinate with senior executive members to ensure smooth operations of an executive suite.Assists with the execution of company events (i.e., ordering group lunches, organizing recognition lunches, & other business-related events).Handles & manages materials of a confidential nature; Attends work regularly & punctually, as scheduled or expected; Proactively responds to a wide variety of requests.Complies with Employee Handbook, Code of Conduct, & Company Policies & Procedures.Problem solver - presents/offers solutions rather than just raising problems.Provides back-up coverage for other EAs during absence; Ability to multi-task with ease. Credit Alpha Investment Advisors Private Limited, Mumbai June 2012 to May 2013 Executive Assistant to the MD, CEO, & teamCredit Alpha, an Alternative Asset Management Platform that advises Offshore Fund (Singapore regulated) & an Onshore Fund (Domestic Fund registered with SEBI).Provided office support to the CEO, Managing Director, Principal & Sr. Associate. 2 of 4Coordinate scheduling & calendar management, arranged calls, virtual & in person & external meetings.Prepare & organize materials for meetings & presentations.Prioritizing requests, emails & balancing workload with time management skills, processed employee reimbursements, maintained attendance records/time keeping.Arrange domestic & international travel (flights, cars, hotels).Handled sensitive information with discretion.Served as a primary point of contact among executives, employees, clients & other external parties.Maintaining custody of official company documents.Oversee office supplies, equipment & facilities maintenance.Coordinated office logistics, including managing vendor relationships & contracts.Coordinate with Accounts Departments with Invoicing & recording cash receipts, process invoices& payments.Blackstone Fund Services India Private Limited, Mumbai Dec 2005 to Dec 2011 Secretary to Senior Managing Director, Director, & team. Blackstone Fund Services India managesThe India Fund, an India dedicated offshore fund which invests in listed Indian equities.Administrative Support: Managed complex calendars (scheduling meetings, conference calls) facilitated domestic & overseas travel arrangements including visas, ticketing, forex, hotel stay, car arrangements & other logistics. Establishing new day-to-day administrative systems & processes.Screening telephone calls, proficient communicator, both verbally & orally.Data Management: Efficiently processed a managed large volume of data from various sources.Meeting Arrangements: Meet & greet the guests, coordinated & scheduling the management meetings, printed presentations, facilitating conference rooms, coordinating all IT resources i.e. Webex & video calling.Communication: Handled communication with excellent judgement, confidentiality & discretion. Managing research requests & preparing daily market updates to the overseas office.Coordination: Setting up the Mumbai office right from initial set-up, IT related & manages current operation. Co-ordinated with the overseas London/New York HR team for Insurance Policies & Employee Benefit Plans. Co-ordination with the Lawyers to set up Quarterly Board & Annual General Meetings, preparing researched & accurate documents, i.e. notices & board meeting documents, co-ordination with the Auditors regarding Income Tax related matters & Internal & Annual Audit, dealing with the Financial Controller & Accountants pertaining to petty cash & other accounting formalities & procedures.Mail: Responsible for day delivery of reception desk services including mail support, office supplies.Records: Preparing & maintaining the Petty Cash records, Staff Leave Records.Filing: Created highly effective organizational & filing systems, including quick & thorough indexing, filing & offsite storage, resulting in easy access to critical information & streamlined office functioning.Expense Management: All accounting & bank related formalities, Budgeting & Expense Reports, processing expenses & Invoice payment in a timely manner.Confidentiality: Prominent level of confidential work, update the compliance records, co-ordinate with overseas compliance head.Collaborative team player; Elicits inputs & creates an environment of excellence & accountability.Dealing with IT issues; Proactive & flexible demeanour. Imperial Investment Advisors Private Limited, Mumbai Jan 2001 Dec 2005 Secretary to the Senior Managing Director, Director, & team Imperial Investment Advisors was a part of US based Oppenheimer Funds. Imperial Investment Advisors managed the India Fund which invested in listed Indian Listed equities.Arrange appointments & organize meetings for the Managing Directors & team. 3 of 4Consummate professional dedication to make the lives of busy executives easier.Co-ordinate with financial operations such as bank formalities, process expenses, payments, drafts, bank reconciliations statements & consult with the overseas offices in New York, Boston).Bank formalities, issuing cheques & maintaining the Petty Cash records.Created highly effective organizational & filing systems, including quick & thorough indexing, filing& offsite storage, resulting in easy access to critical information & streamlined office functioning.Collaborating with the Global teams & business assistants to ensure smooth functioning of the office & administrative matters; Organizing senior management meetings.On call 24/7 (Blackberry); Meeting & greeting visitors (Management members).Dealing with all communication & correspondence on behalf of our team.Manage business calendars, extensive diary management.Prioritizing workload effectively based on a sound understanding of the particular needs of the Directors & the Overseas Fund Managers.Multi-tasking work included telephone etiquettes, post, & emails; scheduling analyst meetings & high-level conference calls.Adhering to strict compliance rules; Coordinated with the Global HR team, Lawyers & Accountants; Maintaining the custody of official company documents. Gulf Paints & Adhesives Factory, Al Ain, United Arab Emirates Mar 1990 Feb 2000 Secretary to the General Manager, Finance Manager cum Data Entry OperatorStock Controller cum Data Entry Operations of Raw/ Finishes Products materials.Maintaining the monthly analysis reports, pricing of products & Ledger balances.Formulars for Paint Productions including daily posting.Co-ordinating with Auditors & submitting monthly reports; Preparing Daily & Monthly Sales Reports.Reporting directly to the Finance Manager & Finance Controller.Dealing with various shipping companies regarding the import of raw materials for paint production.Documentation, filing & performing all the shipping formalities pertaining to paint production.Letter of Credit openings, Bank Drafts & all matters related to banking for imports of raw materials.Payments to suppliers & all bank correspondences in co-ordination with the General Manager, Finance Manager, & Financial Controller.Audited the cash flow statements of various branches; Submitting reports & noting discrepancies.Allocation of the heads of accounts & preparation of the control charts for daily cash flow.Independently audited the accounts of two subsidiary companies.Achieved all budgeted retention targets; Reporting to the Financial Controller.Explaining the bill details & resolving the bill disputes of the branches.Performing the duties of an Internal Quality Auditor in compliance with the ISO 9002 regulations for the Sales, Production & Stores.Preparing Quarterly Audit Reports & Non-Conformance Reports, if any.Directly reporting to the General Manager & the External Quality Auditor while performing audit checks as per ISO 9002 standards.Emirates Travel Express (IATA Approved Agent), Al Ain, U.A.E Nov 1988 Mar 1990 Accounts Assistant / Secretary to the Finance ManagerBank reconciliation, Ledger posting & authoring the books of accounts for various customers.Preparation of various airline sales returns fortnight reports.Responsible for the activities of the company through accurate processing of the reimbursements to the airlines & paying off the required overdue money.Supervising of the claims raised by passengers & responsible for communication of rejected claims, if any, to the passengers; Maintaining the books of accounts up to Trial Balance stage.Airline reservations, refunds & matters pertaining to accounts.Updating the Clients Debtors/Creditors Ledgers.4 of 4COMPUTER SKILLSProficient in Microsoft Office Suite (Word, Outlook, Excel & PowerPoint) SKILL SETExcellent communication, analytical & interpersonal & multi tasking skillsAdept at developing & maintaining administrative processes & achieve organizational objectives.Adaptability, adaptive learner, & great team leader SCHOLASTICS2007 - Persona Power - The Finishing School Course2005 - Diploma in Millennium Secretaryship through Davars College of Commerce1996 - Internal Quality Auditor ISO 9000 through Vincotte Intl Ltd, a subsidiary of AIB-Vincotte Group., France, a member of Eqnet1986 - Postgraduate Diploma in Travel & Tourism from K.C. College of Management Studies1985 - Bachelor of Commerce from University of Mumbai1982 - Higher Secondary School from M.M.K College of Commerce and Economics, Mumbai1980 - Secondary School Certificate from Duruelo Convent High School, Mumbai CORE COMPENTENCIESTime Management Expense Reports Team Player Problem Solver Goal Oriented TravelAdministrative Assistance Confidential Record-Keeping Microsoft Office Cultural DiversityCalendar Management Attention to Detail Executive Support Expense ReportsArrangements Scheduling Meetings Conference calls Team PlayerProactive Self-motivated Microsoft Office Suite CommunicationGeneral Administration Team Leader Multi-tasking |
