Jayalakshmi S
Executive Assistant
Ramamurthy Nagar,KA
Summary
A competent professional with more than 15 years of rich experience in General Administration, Facility Management, Vendor Development and Travel Management. Experience in formulating and implementing strategic feasible solutions towards all gamut of administration / facilities management& Hospitality functions thus creating efficiency and saving cost. Proficient in budgeting & planning the funds for procurement & sourcing of materials/ property, contracts, ensuring ready availability of materials/ vehicles for transportation. A skilled communicator with excellent man management, relationship management, leadership, interpersonal and analytical skills. Flair for interacting with people.
Overview
19
19
years of professional experience
Work History
Executive Assistant to Chairperson
Autumn Advertising Private Ltd
11.2022 - Current
- Calendar management
- Maintaining executive’s agenda and assisting in planning appointments, board meetings, conferences etc.
- Coordination & liaison with different departments and Team members & Department Heads
- Travel and Hotel booking
- Coordinating with other functional groups on behalf of employees related queries Calendar Management
- Reconciliation Travel Billing
- Reimbursement
- Maintaining Confidentiality
- Manager: Admin & HR-Fonte Fashions Pvt Ltd-(Rubans )June-2022-Aug-2022
Senior Executive – Admin & HR
Quess Corp
12.2009 - 01.2022
- General Administration & Facilities Management:
- Domestic Travel
- Processing travel request to travel agent for issuance of ticket
- Hotel booking with empaneled hotels and as per the employee’s eligibility or limits
- Car arrangements as per the request
- Photocopy, binding and printing management
- Parking arrangement for employees
- Contracts and agreements preparations in consultation with legal team
- Security Management:
- Electronic Security:
- Issuance of access cards
- Activation and deactivation on request from the competent authority
- Generating the reports
- Monitoring the functionality of access card readers and door lockers
- Monitoring the CC Cameras, reporting any abnormal movements
- Laying down policies related to Gate Passes
- Ensuring Visitor, Contract Staff and Vendor registers are maintained properly
- Maintaining the attendance of third party employees who are deputed at Office
- Space Planning:
- Allocation of workstations to new joiners
- Generating the space utilization reports of different teams
- Proactively planning for meeting the future requirement of space
- Coordination with HR Department:
- Developing Hr Data Files, which includes the information of all employees with the group with their joining Reports, positions, salary, qualification etc. for all units/ departments
- Coordinating with HR for new joiner formalities
- SPOC for all Third Party employees
- Preparing attendance based on their swipe records.
- Validating Reimbursement and processing the same..
- Coordination with Finance Department:
- Coordinating with finance for bill processing;
- Ensuring that payments are released to vendors as per the credit period
- Validating the invoices in timeline.
- Checking the Invoices for their correctness as per the PO
- Event Planning and Execution:
- Planning and Executing special days
- Executing monthly birthday celebrations
- Providing logistic support for company events.
- Procurement:
- Procurement of Stationary
- Ensuring that all the procurements are in accordance with the company policy
- Ensuring the procurement material is as per the agreed terms and conditions.
- Report Generation – Administration:
- Generating Monthly MIS reports
- Collating the MIS reports on Quarterly basis and checking for any deviations
- Generating the expense reports for Admin & Facilities function
- Preparing admin and facilities budget
- Obtaining necessary approvals on spending
- Deputed at Indus Towers
Front Office
Le Concierges
06.2008 - 11.2009
- Incoming and outgoing calls management.
- Attending calls and clarifying the queries.
- Customer’s enquiry management
- Responsible for location operations and provide support to other staff
- Deputed at IBM
Select Glass Industries L.L.C
03.2007 - 04.2008
- HR data files which includes the information for all the employees of the group with their Joining Reports, positions, salary, qualification etc for all units/ departments
- Creating and updating manpower database of existing employees.
- Reporting to HR Manager of Employees attendance, sick leave, etc.
- Maintaining monthly Records of Employees and their Overtime sheets.
- Preparing Medical bills of the employees and reverting to the finance.
- Assistant in Finance, filing, delivering invoices to the customers, making SRV, interacting with customers for Statement of Accounts etc.
- Provide administrative and secretarial support to management.
- Coordinating and scheduling calendar with personnel
- Overseeing general administration, procuring capital & stationary goods.
- Managing facility and infrastructure along with vendors and handling the operation process.
- Arranging for events, travel and expatriate management.
- Preparing documents, supervising and coordinating work of teams.
- Calculating and comparing costs for required goods or services to achieve maximum value for money.
- Planning for future development in line with strategic business objectives.
- Employee Transportation
- Regular calendar management and scheduling of meetings. Setting up conf calls, ensuring dial-in are set up and conference rooms are booked as per requirement.
- Arranges internal and client meetings, books internal meeting room, arrange refreshments, audio visual equipment, flipcharts and catering. Coordinates with Events Management as required. Setting up conference calls and/ or videoconferences. Takes care of end to end logistic requirements.
- Ensure end to end travel arrangements are made, including logistics as required.
- Guest relation and Client coordination
- Airport Transfer / Local transportation & Hotel Booking for clients and internal Employees.
- Mail handling.
- MIS & Monthly reports
- Processing of claims and travel requests
- Billing follow up
- The Accomplishments:
- Played a major role in reducing the expense cost of the company.
- Efficiently implemented new Innovative ideas for employee’s satisfaction.
- Streamlined the material inward and outward process.
Education
BA Bachelor of Arts -
01.1997
Skills
Computers – MS Office
Timeline
Executive Assistant to Chairperson
Autumn Advertising Private Ltd
11.2022 - Current
Senior Executive – Admin & HR
Quess Corp
12.2009 - 01.2022
Front Office
Le Concierges
06.2008 - 11.2009
Select Glass Industries L.L.C
03.2007 - 04.2008
BA Bachelor of Arts -
Extra Activities
Won Secretary Ship in College Election (1994) Won Secretary Ship in College Election (1994)
Work Availability
monday
tuesday
wednesday
thursday
friday
saturday
sunday
morning
afternoon
evening
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Proficiency Forte
- General Administration
- Facility Management
- Travel Management
- Event Management
- Vendor Management
- Documentation
- Expatriate Management
- Procurement Management
- HR Coordination
- Overseeing general administration and ensuring business continuity from an infrastructure and facility perspective & setting the guidelines and policies for security, fire protection & property management.
- Coordinating in designing & controlling the MIS, budgets, annual reports for supplies and requirements.
- Identifying, negotiating & finalizing office space and setting up infrastructure and supervising daily up keep of facilities by supervising the work carried out by outsourced agencies.
- Developing & Supervising, Coordinating Travel Itinerary, International & Domestic (Visa, Insurance, Accommodation etc.)
- Maintaining relationships with air, hotel and car vendors, while benchmarking discount programs against industry best practices and negotiating most favourable rates for overall discounts.
- Establishing the overall strategies and tactical execution including selection of preferred suppliers, travel management reporting, and compliance and ensuring internal customer satisfaction.
- Looking after all the legal activities of Expat as and when they arrive in India.
- Asset Insurance & Employee insurance Management.