Ajay Kolpe
Pune
Summary
Highly skilled Executive Assistant with a decade of experience supporting C-suite executives in both international and domestic settings. Proven track record of providing exceptional administrative support, managing complex calendars, coordinating travel arrangements, and facilitating seamless communication. Adept at handling confidential information with discretion and professionalism. Proficient in multitasking, problem-solving, and maintaining meticulous attention to detail. Strong interpersonal and organizational skills, with a commitment to delivering high-quality service and contributing to the success of executive teams.
Forward-thinking Executive Assistant accomplished in aiding company leaders with key functions. Gifted at managing busy schedules, organizing projects and providing stellar administrative support to executive team. Analyzes, prioritizes and completes tasks with professionalism and sound judgment.
Overview
14
14
years of professional experience
1
1
Certification
Work History
Executive Assistant to the Managing Director
Ceel Management Services
Pune - Hybrid
04.2022 - Current
- Executive Support: Provided comprehensive administrative support to executives, including managing calendars, scheduling meetings, and handling correspondence
- Acted as a primary point of contact for internal and external communications, effectively screening calls and inquiries
- Procurement Assistance: Assisted in the procurement process by sourcing suppliers, obtaining quotes, and negotiating contracts to ensure cost-effective purchasing
- Coordinated with vendors to track orders, manage deliveries, and resolve any issues or discrepancies in a timely manner
- Travel and Logistics Coordination: Managed travel arrangements for executives, including booking flights, accommodations, and transportation, ensuring smooth and efficient travel experiences
- Coordinated logistics for meetings, conferences, and events, handling venue booking, catering arrangements, and necessary equipment setup
- Document Management: Organized and maintained documents, files, and records related to both administrative and procurement activities, ensuring accuracy and accessibility
- Project Support: Provided assistance with various projects, including research, data analysis, and report preparation, contributing to the successful completion of initiatives
- Relationship Management: Built and maintained positive relationships with suppliers, vendors, and other stakeholders to facilitate effective communication and collaboration
- Problem Solving: Addressed and resolved routine issues and inquiries related to administrative tasks and procurement processes, demonstrating problem-solving skills and resourcefulness
- Time Management and Prioritization: Managed multiple tasks and responsibilities efficiently, prioritizing workload to meet deadlines and ensure timely delivery of services and support
- Confidentiality and Discretion: Handled sensitive information with the utmost confidentiality and discretion, maintaining trust and professionalism in all interactions and activities
- Continuous Improvement: Proactively identified opportunities for process improvement and implemented streamlined procedures to enhance efficiency and productivity in administrative and procurement operations.
Executive Manager to Chairman
Maharashtra Medicine Organizations (Semi Govt Org) (Ciel Hr Management Payroll)
Mumbai, Pune -Hybrid
11.2020 - 02.2022
- Administrative Support: Provide administrative assistance such as managing schedules, coordinating meetings, and handling correspondence
- Information Management: Organize and maintain files, databases, and records, ensuring easy access to information
- Communication Liaison: Serve as a point of contact between the executive and internal/external stakeholders, including clients, employees, and partners
- Travel Arrangements: Arrange travel plans, including booking flights, accommodations, and transportation
- Meeting Coordination: Schedule and organize meetings, prepare agendas, and take minutes when necessary
- Task Prioritization: Help prioritize tasks and manage deadlines to ensure efficient workflow
- Project Support: Assist with various projects by conducting research, compiling data, and preparing reports
- Confidentiality Maintenance: Handle sensitive information with discretion and maintain confidentiality at all times
- Problem Solving: Address issues and challenges proactively, often requiring quick thinking and resourcefulness
- Tech Savvy: Proficiently use technology and software tools to enhance productivity and streamline processes.
Executive Assistant to Managing Director
Chandukaka Saraf And Sons Pvt Ltd
Pune
06.2017 - 09.2019
- Reading, monitoring and responding to your boss's email, - answering calls and liaising with clients competently, - preparing correspondence on your boss's behalf, - delegating work in your boss's absence, - assisting your team - managing your boss's electronic diary, - planning and organizing meetings, - organizing travel and preparing complex travel itineraries, - attending meetings on your boss's behalf - taking action points and writing minutes, taking dictation, - planning, organizing and managing Meetings, - conducting research, - drafting communications on your boss's behalf, - managing and reviewing filing and office systems, - preparing updates for intranet, - typing documents, - sourcing and ordering stationery and office equipment, managing projects, - Field store visits and inspections.
Executive Assistant to President
BramhaCorp Ltd
Pune
05.2015 - 01.2017
- Reading, monitoring and responding to your boss's email, - answering calls and liaising with clients competently, - preparing correspondence on your boss's behalf, - delegating work in your boss's absence, - assisting your team - managing your boss's electronic diary, - planning and organizing meetings, - organizing travel and preparing complex travel itineraries, - attending meetings on your boss's behalf - taking action points and writing minutes, preparing papers for meetings, - taking dictation, planning, organizing and managing events, conducting research, - drafting communications on your boss's behalf, - preparing presentations, managing and reviewing filing and office systems, preparing updates for intranet, - typing documents, sourcing and ordering stationery and office equipment, - managing projects, - managing an Assistant.
Executive Assistant to General Manager
MSC Shipping Company Italy
Palermo
09.2011 - 01.2015
- Reading, monitoring and responding to your boss's email, - answering calls and liaising with clients competently, - preparing correspondence on your boss's behalf, - delegating work in your boss's absence, - assisting your team - managing your boss's electronic diary, - planning and organizing meetings, - organizing travel and preparing complex travel itineraries, - attending meetings on your boss's behalf - taking action points and writing minutes, preparing papers for meetings, - taking dictation, planning, organizing and managing events, conducting research, - drafting communications on your boss's behalf, - preparing presentations, managing and reviewing filing and office systems, preparing updates for intranet, - typing documents, sourcing and ordering stationery and office equipment, - managing projects, - managing an Assistant.
Junior Executive Assistant
MSC Shipping Company Italy
Barcelona
09.2010 - 08.2011
- Organized and maintained filing systems, databases, records, and documents.
- Greeted visitors in a professional manner, answered phones and directed calls accordingly.
- Compiled weekly reports from multiple departments for review by executive staff.
- Created agendas for internal meetings based on the needs of each meeting participant.
- Provided administrative support to senior executives and department heads.
Education
Bachelor of Science - Date Science & Applications
Indian Institute of Technology Madras
Chennai, TN, India02-2028
Bachelor of Arts - Economics
Manav Bharti University
Solan, HP06-2012
Executive Secretarial And Leadership Program - Secretarial Studies And Office Administration
MSC Training Academy
Genova, Italy05-2010
Higher Secondary Certification -
Maharashtra State Board
Pune, MH06-2009
Highschool Certification - General Study
Maharashtra State Board
Pune, Mh06-2007
Skills
- International Client Management Across Different Time Zone
- Virtual Assistance
- Office Administration
- Excel Report Preparation
- Calendar Management
- Task Managements & Follow Ups
- Report Preparation & Analysis
- Process Improvements
- Strong Problem Solver
- Administrative support specialist
- Conflict Management
- Business Correspondence
- Support Services
- Secretarial Activities
- Administrative Assistance
- Administrative Support
- Database Management
- Meeting planning
- Social Media Management
- Business Administration
- Travel Arrangements
- Personal Assistance
- Scheduling & Bookings
- Staff Management
- Project Oversight
- Strategic Planning
- Risk Management
- Financial Services
- Resourceful
Personal Information
- Full Name : Ajay Bhausaheb Kolpe.
- Date of Birth : 03 November 1990
- Address : A/101, Sarthak Beaulieu, Pisoli Road, Pune 411060
- Marital Status: Married
- Child : 1
- No's of Dependent : 3
- Hometown : Pune, Maharashtra
- Hobbies : Travelling, Playing Chess, Meeting New People
- Total Work Experience: 10 Years 6 Months (as per May 24)
Languages
Marathi
First Language
English
Advanced (C1)
C1
Italian
Elementary (A2)
A2
Hindi
Proficient (C2)
C2
Accomplishments
- Project Management & Completion
New Jewellery Showroom Branch Setup @ Athani Karnataka, Chandukaka Saraf & Sons
(Business & Operations) R&D of Business location, Local Area Jewellery trend & their preference, Customer purchasing habits r&D, Locations and Shop Setup technical and non-technical aspects, stock purchase, staff hiring, training, branch infrastructure, logistic management etc.
Certification
- STWC 95 Personal Safety & Survival Techniques From Marine Maritime Academy, Mumbai, India (Valid upto January 2030)
Affiliations
- Continuous Learning: Participation in vocational workshops, seminars, or online courses relevant to my field so that can enhance my learning and professional development.
- Participant, Leadership Development Workshop Series (2021): Engaged in seminars covering topics such as conflict resolution, time management, and emotional intelligence, enhancing leadership capabilities.
References
References available upon request.
Timeline
Executive Assistant to the Managing Director
Ceel Management Services
04.2022 - Current
Executive Manager to Chairman
Maharashtra Medicine Organizations (Semi Govt Org) (Ciel Hr Management Payroll)
11.2020 - 02.2022
Executive Assistant to Managing Director
Chandukaka Saraf And Sons Pvt Ltd
06.2017 - 09.2019
Executive Assistant to President
BramhaCorp Ltd
05.2015 - 01.2017
Executive Assistant to General Manager
MSC Shipping Company Italy
09.2011 - 01.2015
Junior Executive Assistant
MSC Shipping Company Italy
09.2010 - 08.2011
Bachelor of Science - Date Science & Applications
Indian Institute of Technology Madras
Bachelor of Arts - Economics
Manav Bharti University
Executive Secretarial And Leadership Program - Secretarial Studies And Office Administration
MSC Training Academy
Higher Secondary Certification -
Maharashtra State Board
Highschool Certification - General Study
Maharashtra State Board
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