Hina Shameem
Gurgaon
Summary
Executive Assistant with 7+ years of experience supporting senior leaders in MNCs. Known and praised for reliability, sharp coordination, and discretion in managing calendars, travel, events, and cross-functional workflows. Proficient in SAP and trusted for delivering timely, structured support in demanding environments.
Overview
11
11
years of professional experience
Work History
Executive Assistant to Projects Director
Max Healthcare Institute Ltd.
01.2025 - Current
- Acted as the single point of contact for the Director’s communications — managing calls, emails, and meeting calendars to ensure timely coordination with internal teams, vendors, and external stakeholders. Ensured nothing slipped through the cracks in day-to-day communications.
- Handled complete travel planning for the Director and department, both domestic and international — including flight bookings, visa documentation, hotel arrangements, forex, and transport. Worked closely with travel vendors to ensure cost-effectiveness and stayed actively involved during travel to monitor itinerary flow and avoid last-minute issues.
- Independently managed SAP processes (for Top Stakeholders-Director, AVP, AGM) including travel requests, reimbursements, purchase requisitions for IT and department needs, and vendor billing — with timely follow-ups to ensure approvals and smooth closure.
- Maintained ongoing coordination with internal departments and external vendors, ensuring daily follow-ups and quick resolution of operational tasks or delays.
- Provided administrative support during board meetings, including logistics, AV setup, and note-taking when required — with follow-up on action items as needed.
- Tracked departmental attendance and leave schedules, managed IT and asset requirements, and maintained vendor engagement records — ensuring clean documentation and accountability at every step.
Executive Assistant to Sales Director
Sidel India Private Limited
08.2023 - 01.2025
- Independently managed domestic and international travel for the Sales Director, Project Director, and sales team — covering flights, hotels, cabs, and visa documentation, while closely coordinating with travel vendors for timely, cost-effective execution.
- Maintained and coordinated the Sales Director’s calendar — aligning internal and external meetings, sending timely reminders, and ensuring relevant information was shared with teams ahead of every discussion.
- Handled day-to-day communication including emails and calls — ensuring prompt responses, professional correspondence, and flagging urgent matters to the leadership for action.
- Planned and executed internal team events, celebratory occasions, and conceptualized the annual regional event with team engagement activities — from ideation to logistics and vendor coordination.
- Orchestrated high-level international customer visits — from welcome to factory tour, hospitality, and meeting logistics. Consistently rated 10/10 in post-visit feedback for attention to detail and flawless execution.
- Created and maintained the Sales Dashboard in CEP — helping the sales team track performance, assigned leads to team members, and followed up to ensure timely action on open leads.
- Oversaw administrative operations including vendor bills, stock and office supply orders (IT, maintenance), while ensuring records were up-to-date and processes ran smoothly.
- Maintained and monitored budgets related to travel, office administration, and team events — ensuring accurate tracking, cost-effective planning, and proper documentation of all expenses.
Executive Assistant to Country Head
Toyota Motors Private Ltd.
08.2022 - 08.2023
- Managed an intense and fast-moving calendar for the Country Head — aligning high-priority meetings and coordinating availability across internal teams and external offices.
- Created weekly department progress report by coordinating with multiple offices, consolidating updates on committed weekly task and changes, and compiling them into structured presentation.
- Handled end-to-end travel planning for the Country Head, DGM, and other team members — including flight bookings, hotel stays, transport coordination, and itinerary management.
- For new car launches, oversaw the process of obtaining No Objection Certificates from government officials — including visiting offices in person for physical sign-offs and managing all related documentation.
- Maintained sample cars data, tracked upcoming policy expirations, and handled timely insurance renewals to ensure zero lapses in compliance.
- As part of administrative responsibilities, tracked departmental expenses related to company vehicles, maintained driver logs, ensured timely salary processing of the drives, and documented all car-related costs including insurance, fuel, and transit fees etc.
- Managed departmental stock records for admin and IT supplies, initiated vendor registrations, and processed new purchase requests in line with internal protocols.
- Raised and verified expenses for the PR department — including payments to panelists and anchors for media events, and managed documentation for approvals and audits.
- Supported expat housing requirements — coordinating leasing, rental agreements, and resolving accommodation-related issues during their stay.
Senior Executive
Vivo Mobile India Private Ltd.
09.2019 - 12.2021
- Managed invoice, billing and making the data
- Calendar Management
- Expat Housing Issues Management
- Correspondence Management
- Administrative Work
- Making Monthly Reports
- Vendor Management
Administrative Assistant
NGK Spark Plugs Pvt Ltd.
12.2018 - 05.2019
- Travel Management for all the employees (flights hotel, vehicles)
- Event Organization
- Invoice processing for payment and keeping the records
- Support on business card, ID card, stationery, and other office supplies
- Vendor screening and registration
Administrative Executive
Delphi Automotive
09.2016 - 12.2018
- Managed office inventory
- Maintaining the records for office supplies and equipment
- Budget and reports preparation
- Vendor screening and registration
- Invoice checking and processing
- Documentation
- Arrangements for meetings and conference.
Admin
Blue Star Limited
10.2014 - 08.2016
- Employee’s onboarding.
- Maintaining assets and allocation.
- Employee engagement activities.
- Answering multi lines phone, routing calls and taking messages.
- Travel management.
- Vendor Management
Education
B.Com
Lucknow University
Lucknow08-2014
Skills
- Executive Calendar Management
- Travel Coordination
- SAP Travel & Expense Management
- Cross-Functional Communication
- Vendor Management
- Event Planning
- ERP Procurement
- Board Meeting Support
- Data Reporting & Dashboards
- Budget Tracking
- Expat Coordination
- Document Handling
- Touch Typing
- MS Office
- Concur
Hobbies and Interests
- Badminton
- Travel
- Cooking
Timeline
Executive Assistant to Projects Director
Max Healthcare Institute Ltd.
01.2025 - Current
Executive Assistant to Sales Director
Sidel India Private Limited
08.2023 - 01.2025
Executive Assistant to Country Head
Toyota Motors Private Ltd.
08.2022 - 08.2023
Senior Executive
Vivo Mobile India Private Ltd.
09.2019 - 12.2021
Administrative Assistant
NGK Spark Plugs Pvt Ltd.
12.2018 - 05.2019
Administrative Executive
Delphi Automotive
09.2016 - 12.2018
Admin
Blue Star Limited
10.2014 - 08.2016
B.Com
Lucknow University
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