Divya Thiyagarajan
Chennai,TN
Summary
An MBA in HR from Madras University, I have a rich and varied experience of more than 16 years, with proven ability to handle and manage dynamic requirements in the field of office administration and as an executive assistant to the senior most positions in the country. Since 2011 I have worked as an Executive Assistant to the Executive Director LCV Marketing at Ashok Leyland and to the Chief Operating Officer and Country Head at Par Formulations India. I possess effective organizational and proficient IT skills and a willingness to work above and beyond the call of duty. I have good communication and interpersonal skills and am the single point of contact to interact with the global teams, while managing their travel and meeting schedules when they visit India. I also pay special attention to details to ensure that each task is highly successful and proactively work so that critical and relevant points are highlighted prior to senior level meetings or on a one-on-one basis. Seeking opportunity to take up challenging assignments in the domain of Office Administration and Management with an organization of high repute and to maximize my skills and experience.
Overview
18
18
years of professional experience
Work History
Executive Secretary to the Vice President
Ashok Leyland, Hinduja Group, HLF Services
06.2023 - 02.2024
- Produced accurate office files, updated spreadsheets, and crafted presentations to support executives and boost team productivity.
- Responded to emails and other correspondence to facilitate communication and enhance business processes..
- Coordinated travel arrangements and bookings for executive staff.
- Streamlined operations and prioritized tasks, allowing senior staff to increase productivity.
- Updated and maintained confidential databases and records.
- Managed mail and both incoming and outgoing correspondence, mail, email and faxes.
- Answered high volume of phone calls and email inquiries.
- Handled scheduling for executive's calendar and prepared meeting agenda and materials.
- Collated and distributed agendas and minutes for all executive meetings.
- Handled confidential information in professional manner.
- Updated spreadsheets and created presentations to support executives and boost team productivity.
Deputy Manager - Executive Assistant to COO
Par Formulations Private Ltd.
12.2015 - 07.2022
- Upkeep of the COO’s office, Board Room, office equipment and stationery.
- Design and maintain databases, file/retrieve documents and reference materials.
- Ensure confidential data and files are maintained securely.
- Manage calendar, schedule appointments, meetings, events. Strictly ensure schedule is followed.
- Schedule monthly reviews with all departments in the first two weeks. Circulate agenda in advance and minutes of meeting. Prioritize and follow-up on action points to be initiated by HOD’s emerging from these review meetings.
- Make end to end travel and stay arrangements, for the COO and senior executives from US and Ireland.
- Monitor, screen respond, forward all incoming calls and communication. Respond to emails copied on or forwarded to self.
- Manage visitors (receive, interact and screen them) Liaise with staff at all levels.
- Created and managed monthly dashboards on Head Counts; contract employees, exits, hiring, vacancies, overtime, etc.
- Onboarding of Senior Executives and scheduling their Induction meetings.
- Collate and analyse monthly head count requests, from all HOD’s for the COO’s approval.
- Work with all HOD’s and help them in preparing Board meeting presentations.
- Help prepare presentations for the bi-annual off-sites in the US. Send monthly reports to US.
- Check the monthly overhead reports and point out numbers over budget.
- Coordinate and manage the annual Goal Setting Exercise for the COO’s next level and set up meetings for the PMS exercise.
- Provide infeed to US Corporate for India related articles for intranet – at.Endo.
- Drafting of communication related to events, promotions, etc. going out from the COO’s desk.
- Created a Corporate email id for the same and managed incoming communication.
- Researched and drafted policies for COO's release, including Travel and Expense, Relocation, Local Conveyance, Dress Code, Recruitment, and Onboarding.
- Conceptualized and wrote a comprehensive Employee Handbook, securing US HR and Legal approval.
- Led a company-wide project for the Leave & Attendance Management System, ensuring cGMP and labor law compliance.
- Streamlined the Medical Insurance process, integrating it with 'Workday' for online employee data access.
- Managed and organized R&R and Pinnacle Awards, automated birthday greetings through attendance system linkage.
- Collaborated with US Corporate Affairs to implement a new logo and establish the 'Endo' brand, replacing the 'PAR' brand.
- Initiated the in-house newsletter 'splendor' and organized the new logo launch event.
- Coordinated 'Endo Gives Day' for all sites and outlined formats for celebrating festivals and Thanksgiving across sites.
Executive HR
Yanmar Coromandel Agrisolutions Pvt. Ltd.
09.2015 - 11.2015
- Scheduling and organizing interviews.
- Preparing Induction schedules for new hires and organizing their Orientation.
- Keeping record of Program officers/Team Leader/s field visits, visits analysis and follow-up.
- Data entry, data analysis and preparing presentations and reports.
- Coordinating and consolidating reports from the field.
- Drafting letters and preparing progress reports as and when required.
- Maintaining records of attendance, stationery indents and disbursement as required.
- Assisting the Finance Officer for procurement of stationery, computers, office equipment.
Executive Assistant to Executive Director
Ashok Leyland Limited
07.2011 - 09.2015
- Preparing and organizing paperwork and other materials for meetings, conferences, travel arrangements and expenses reports.
- Maintaining office scheduling and event calendars.
- Composed, typed, distributed meeting agendas, minutes, routine correspondences and reports.
- Maintaining accurate employee telephone list and other necessary database. Taking minutes and ensuring administrative support with IT skills, document management.
- Secretarial support, managing stationery, report writing, organizing meetings and providing secretarial and administrative support to all parts of the business.
- Trustworthy and able to work in highly confidential environments. Processed requests for internships, new employees and temp hires. Possess fast and accurate typing speed (min 70 wpm).
- Assumed responsibility of providing new employees with training and orientation.
Receptionist
Consul Consolidated Private Limited
10.2010 - 06.2011
- Created and maintained visitor's register, word documents, spread sheets and customer database. Assisted in Payroll, Bookkeeping, Receivables and other office tasks.
- Answering their queries and dealing with deliveries.
- Managed reception area at lunchtime and during holiday periods, meeting and greeting visitors.
- Was recognized for ability to learn and teach newly acquired skills.
- Provided support for scheduling, vacations and attendance.
Receptionist
Sign Solutions
03.2008 - 09.2010
- Managed visitor appointments, couriers and incoming calls.
- Filing, archiving, photocopying, scanning, faxing documents. Screening calls and taking messages.
- Created invoices, filed receipts, dealt with all financial documentation.
- General ad-hoc duties such as ordering stationery, managing office and keeping area tidy.
- Handled confidential information in line with the firm's data security protocols.
Network Engineer Receptionist
Sutherland Global Services Pvt. Ltd
06.2006 - 02.2008
- Assigned and escalated technical calls to the engineers before the SLA as per the priority.
- Documented closed and pending issues of each engineer.
- Maintained stock list of available spares and managed vendors for part replacements.
Education
MBA - HR
Madras University
Chennai, Tamil Nadu03.2013
BBA -
Madras University
Chennai, Tamil Nadu03.2010
Skills
- Document Preparation
- Research Abilities
- Calendar Management
- Office Administration
- Meeting Planning
- Executive Support
- Travel Arrangements
- Presentation Creation
- Database Maintenance
- Documentation and Reporting
- Time Management Expertise
- Document Proofreading
Personal Information
Age: 37 years
Timeline
Executive Secretary to the Vice President
Ashok Leyland, Hinduja Group, HLF Services
06.2023 - 02.2024
Deputy Manager - Executive Assistant to COO
Par Formulations Private Ltd.
12.2015 - 07.2022
Executive HR
Yanmar Coromandel Agrisolutions Pvt. Ltd.
09.2015 - 11.2015
Executive Assistant to Executive Director
Ashok Leyland Limited
07.2011 - 09.2015
Receptionist
Consul Consolidated Private Limited
10.2010 - 06.2011
Receptionist
Sign Solutions
03.2008 - 09.2010
Network Engineer Receptionist
Sutherland Global Services Pvt. Ltd
06.2006 - 02.2008
MBA - HR
Madras University
BBA -
Madras University
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