Guru J Patel
Admin Executive, Team / Executive Assistance.
Bengaluru
Summary
Professional Summary:
Accomplished professional with extensive experience in office administration, Team and Executive assistance, Construction management, and MIS analysis. Proven track record in managing complex projects, coordinating logistics, and enhancing organisational efficiency. Expertise in contract negotiation, risk management, and financial reporting. Recognized for exceptional communication skills and ability to build strategic relationships.
Dedicated and detail-oriented Office/Admin Assistant with over 15 years of experience. Supporting HR, Administrative, and Finance teams. Proven ability to manage office operations efficiently, perform various administrative tasks, and maintain accurate documentation.
Professional with experience in administrative support and team coordination. Strong focus on collaboration and achieving results, ensuring reliable support and adaptability to changing needs. Skilled in managing schedules, organizing meetings, and handling communications. Known for problem-solving abilities and proactive approach in fast-paced environments.
Knowledgeable with strong background in administrative support, enhancing team efficiency and project coordination. Successfully managed schedules, communications, and logistics to streamline operations. Demonstrated organizational skills and adaptability in fast-paced environments.
Professional with background in administrative support, prepared to contribute to team success. Experience in managing schedules, organizing meetings, and handling communications to ensure smooth operations. Known for strong collaboration and reliability, adapting to changing needs seamlessly. Proficient in multitasking and detail-oriented.
Pursuing full-time role that presents professional challenges and leverages interpersonal skills, effective time management, and problem-solving expertise.
Resourceful Team Member with proven history of reliability and excellent work. Dedicated to quality assurance and maximizing daily progress.
Organized and dependable candidate successful at managing multiple priorities with a positive attitude. Willingness to take on added responsibilities to meet team goals.
Proactive and goal-oriented professional with excellent time management and problem-solving skills. Known for reliability and adaptability, with swift capacity to learn and apply new skills. Committed to leveraging these qualities to drive team success and contribute to organizational growth.
Demonstrates strong analytical, communication, and teamwork skills, with proven ability to quickly adapt to new environments. Eager to contribute to team success and further develop professional skills. Brings positive attitude and commitment to continuous learning and growth.
Overview
21
21
years of professional experience
6
6
Languages
Work History
Team Assistant
Siemens Gamesa
10.2022 - Current
- Facilitated successful meetings by preparing agendas, recording minutes, and following up on action items.
- Provided exceptional administrative support to senior leaders, enabling them to focus on strategic decisions.
- Upheld strict timetables by maintaining accurate, balanced calendars.
- Managed executive calendars, scheduling meetings and appointments, and coordinating travel arrangements to optimize time.
- Handled confidential and sensitive information with discretion and tact.
- Maintained confidentiality with sensitive documents, ensuring proper storage and distribution as needed.
- Processed travel expenses and reimbursements for the executive team and senior management group.
- Organized and coordinated conferences and monthly meetings.
- Coordinated complex calendar management for executives, ensuring optimal time allocation for critical tasks.
- Coordinated events for staff members, promoting team-building activities, and boosting morale within the workplace.
- Managed office inventory, tracking supplies, and placing orders to ensure smooth daily operations.
- Provided professional administrative support during board meetings, including agenda preparation and minute-taking duties.
- Ensured smooth daily operations through consistent maintenance of office equipment, troubleshooting issues when necessary.
- Supported executives in decision-making processes by conducting research and presenting findings in clear formats.
- Answered a high volume of phone calls and email inquiries.
- Enhanced productivity by organizing travel arrangements and coordinating accommodations for executives.
- Contributed to budget management by monitoring expenses and providing detailed expenditure reports regularly.
- Screened calls and emails, and responded accordingly to support executive correspondence.
- Prepared and edited presentations on behalf of executives for both internal meetings and external conferences.
- Facilitated training and onboarding for incoming office staff.
- Ensured accurate record-keeping by maintaining an organized database of important company information and documentation.
- Spearheaded new employee onboarding processes, fostering a welcoming environment for all new team members.
- Kept work areas clean, organized, and safe to promote efficiency and team safety.
- Improved document management and accessibility with the creation of a centralized digital repository.
- Enabled timely project completion by coordinating resources and timelines across multiple departments.
- Contributed to budget management by tracking expenditures and identifying cost-saving opportunities.
- Handled logistics, catering, agendas, and travel arrangements for meeting and event planning for the board of directors, president, and executive vice president.
- Negotiated with vendors for cost savings, securing high-quality services at reduced rates.
- Improved team communication and collaboration through coordination of weekly meetings and distribution of agendas.
- Facilitated onboarding of new employees, ensuring a smooth transition into company culture and workflow.
- Maintained strict confidentiality of sensitive information, upholding the company's privacy policies and ethical standards.
- Processed expense claims and invoices, contributing to the efficient management of budgets.
- Managed calendars for senior staff, scheduled appointments, and organized travel arrangements.
- Scheduled and prepared for board meetings, including preparing agendas and taking minutes.
- Assisted with financial record-keeping, preparing spreadsheets, and reports for budget monitoring for the team.
- Handled confidential documents with discretion, ensuring compliance with data protection regulations.
- Assisted in the preparation of reports and presentations, utilizing the Microsoft Office Suite for professional documentation.
- Arranged supplies and spaces for staff meetings and trips.
- Maintained an organized calendar covering team meetings, trips, and appointments.
- Processing and obtaining a COC certificate for international workers from the EPFO regional office.
- Maintenance of the team attendance sheet through the BI tool.
- Organizing trips for LAB, site, and factory visits inside and outside of Bengaluru.
- Facilitated communication between departments to streamline workflows and improve efficiency.
Administrative Executive
Siemens Gamesa
07.2019 - 09.2022
- Managed vendor contracts for timely completion of various projects, ensuring quality work within budget constraints.
- Negotiated favorable contract terms with suppliers and vendors that resulted in cost savings without compromising service quality or delivery timescales.
- Enhanced facility operations by implementing efficient maintenance plans and scheduling preventive tasks.
- Conducted regular audits on facility equipment and infrastructure to proactively identify any potential issues before they escalated.
- Reduced energy consumption through the optimization of HVAC systems and lighting controls.
- Optimized space allocation across multiple sites while taking into consideration factors such as employee needs and future expansion.
- Fostered a collaborative work environment by maintaining open lines of communication with team members, stakeholders and other departments.
- Safeguarded building occupants by conducting routine safety inspections and addressing potential hazards proactively.
- Ensured compliance with local, state, and federal regulations pertaining to building codes, safety standards, and environmental requirements.
- Developed emergency response plans to handle unexpected events effectively while minimizing disruptions to business operations.
- Built relationships with vendors and contractors to support timely and cost-effective services.
- Assisted with meetings and conference room reservations.
- Served as point of contact for internal and external customers and vendors seeking support and information.
- Facilitated employee transportation through in-depth knowledge of Bangalore's routes and transit options.
- I was taking care of all three locations, i.e., Gold Hill, Ozone, and Keonics.
- Then, based on my potential, my senior manager assigned some additional tasks. Like Soft Service, OHC, and Canteen Management.
- Participated in meetings and training sessions, gaining knowledge and skills to support career development.
- Coordinated travel arrangements, including flights and accommodation, for executives attending international conferences.
- Organized company events, from venue selection to on-the-day coordination, enhancing team morale.
- Supported the implementation of new administrative systems, contributing to improved organizational effectiveness.
- Prepared contract drafts, purchase orders, and business correspondence for the team.
- Maintained office supplies inventory, placing orders as necessary to support daily operations.
- Monitored office supplies inventory, placing orders to avoid shortages, and maintain operational flow.
- Collaborated with external vendors and service providers, securing favorable terms, and managing relationships.
- Organized team-building events and workshops, fostering a positive and collaborative work environment.
- Prepared and dispatched outgoing and incoming international packages, tracking deliveries to ensure timely receipt.
- Trained and mentored junior administrative team members in procedures.
- Connected with professionals in outside offices and distant locations to coordinate work.
- Assisted associated departments with clerical and administrative support.
- Managed and coordinated all facilities maintenance and repair projects within time and budget constraints.
- Enforced compliance with applicable health, safety and environmental regulations to reduce risks.
- Collaborated with contractors, vendors and stakeholders to support on-time projects completion.
- Prepared reports and schedules with accuracy.
- Ordered, maintained and distributed supplies and inventory.
- Developed and oversaw budgets for facilities and worked within cost restraints.
- Established and maintained relationships with external vendors for prompt restocking of needed items and supplies.
- Oversaw annual budget to handle supply, labor and maintenance needs.
- Negotiated contracts with vendors to obtain favorable and cost-effective terms and conditions.
- Held classes to teach staff facility procedures.
- Reviewed and oversaw construction and renovation projects.
Construction Site Manager
Tashan Fab Pvt Ltd
04.2017 - 05.2019
- Assigned as Construction Site Manager for the development of a 400-bed hospital in Mysore, achieving recognition from the Industrial Minister of Karnataka.
- Managed construction projects from inception to completion, adhering to strict timelines and budget constraints.
- Closely supervised and monitored site operations, ensuring staff stayed within safety guidelines.
- Coordinated with architects, engineers, and subcontractors to facilitate seamless project execution.
- Led site operations, coordinating with subcontractors and suppliers for timely project completion.
- Sourced and purchased materials, tools and equipment within budgets.
- Minimised work accidents by carrying out thorough risk assessments daily on conduction sites, equipment, machines and tools.
- Supervised a team of over 45 workers, providing training and support to enhance productivity, and skills development.
- Managed project budgets meticulously, tracking expenses and implementing cost-saving measures.
- Negotiated contracts with vendors and suppliers, securing favourable terms and ensuring project profitability.
- Enforced building legislation and standards of performance, quality and safety.
- Maintained daily communication with vendors to drive forward progress of project.
- Conducted regular quality inspections on installations and construction, completing work and meeting quality and safety standards.
MIS Analyst-
Cognizant Technology Solutions
04.2010 - 10.2015
- I worked at Cognizant as an MIS analyst and handled the monthly billing of 1.12 crore for employee transportation through SRS Pvt Ltd.
- Managed database security, implementing measures to safeguard sensitive information against breaches.
- Conducted regular reviews of MIS processes, identifying opportunities for continuous improvement.
- Coordinated with IT department to troubleshoot and resolve system issues, minimising downtime.
- Presented analytical findings to stakeholders through clear visualisations and reports, facilitating informed decisions.
- Formulated functional specifications to support systems developers.
Shift In-charge-
IBM India Pvt Ltd
11.2006 - 03.2010
- Managed operations as shift-in-charge at IBM while supporting the junior MIS auditor role through ATT Pvt Ltd.
- Collaborated with team members to achieve target results.
- Prepared a range of written communications, documents, and reports.
- Promoted a safe working environment by implementing regulatory standards, policies, and guidelines.
Deployment Executive-
AOL Online
02.2005 - 10.2006
- I worked at AOL (ITPL) as a Junior Deployment Executive through ATT Pvt Ltd.
- Formed and sustained strategic relationships with clients.
- Led the adoption of agile methodologies across the organisation by minimising and enhancing routing delivery times by 30%.
Education
Certificate of Higher Education - BBA
Annamalai University
PUC - Commerce
I.F Education Academy
SSLC
Sri Siddalingeswara Res Hr. Secondary School
Skills
Meeting planning
Hobbies and interests
- Playing Carrom
- Outdoor Games
- News Reading
- Fashion
Awards & Recognition
- Received an R&R award from IBM Management for On-Time delivery of reports in 2008.
- Received an R&R award from the Cognizant Admit Team for MIS Accuracy in 2012.
Personal Information
- Nationality: India
- Marital Status: Married
- Gender: Male
- Date of Birth: 01/06/1985
Timeline
Team Assistant
Siemens Gamesa
10.2022 - Current
Administrative Executive
Siemens Gamesa
07.2019 - 09.2022
Construction Site Manager
Tashan Fab Pvt Ltd
04.2017 - 05.2019
MIS Analyst-
Cognizant Technology Solutions
04.2010 - 10.2015
Shift In-charge-
IBM India Pvt Ltd
11.2006 - 03.2010
Deployment Executive-
AOL Online
02.2005 - 10.2006
PUC - Commerce
I.F Education Academy
SSLC
Sri Siddalingeswara Res Hr. Secondary School
Certificate of Higher Education - BBA
Annamalai University