Jayita Ghosh

• Prepared board reports and PPTs resulting in 15% time savings for leadership team.
• Oversaw inventory management, optimizing stock levels & reducing waste and office supply costs by 20%.
• Successfully faciliated communication and support between the Royal Danish Ambassador and the Consular Officer of the Royal Danish Embassy - Delhi; concerning the passport & residential permits & visa formalities.
• Prepared thorough list of guests & visitors providing travel arrangements for Danish dignitories & delegations.
• Enhanced customer satisfaction by resolving disputes promptly, maintaining open lines of communication and ensuring high-quality service delivery.
• Developed and maintained relationships with customers & suppliers through account development.
• Implemented customer feedback mechanisms to gather insights, using this information to guide strategic planning & decision-making.
• Coordinated with the IT department to upgrade the technology infrastructure, enhancing operational efficiency & data security.
• Managing executive communications and organizing correspondences including 100+ e-mails and priority call screening.
• Scheduling and coordinating appointments, meetings.
• Coordinated and booked airfare, hotel and ground transportation and prepared itinerary to facilitate successful trips.
• Preparing and maintaining accurate records, reports & documentation.
• Assisting in the creation and editing of presentations & reports.
• Supporting team members with administrative tasks & projects.
• Handling confidential information with discretion & integrity.
• Liaising with clients and stakeholders as and when required.
• Providing general administrative support to the management.

• Assisted with Human Resources & Administrative tasks such as Supported recruitment processes, scheduling interviews and communicating with applicants to improve hiring timelines.
• Handled on-boarding process for newly hired employees, providing training materials and coordinating orientation schedules to ensure a smooth integration into the team.
• Facilitated 48 + Induction process and Compliance Management Training sessions to the freshers, new employees in 4 years.
• Managed in aiding employees with login details through software tools and by answering questions.
• Managed expense reports for staffs, ensuring accurate documentation of spending for budgeting and cost cutting purposes.Supervised and Handled Housekeeping activities so that the storage area doesn’t get occupied with damaged / dented packaging materials.
• Ensured effectively the cleaning process continues to avoid safety related issues.
• Successfully executed pest control procedures on quarterly basis.
• Enthusiastically prepared Bank Guarantee & Security Deposit database and maintained Raw Material stock & release of Packaging Materials.
• Processed travel expenses and reimbursements for senior management group.
• Communication and coordination with internal departments, such as:

- Production

- Quality control

- Logistics

- Research and development

- External stakeholders, including:

- Suppliers

- Customers

- Regulatory bodies

• Scrutinized and presented productively the Travel Allowance Expense Dashboard as per company travel & food policy, accommodation policy, advance policy, car fuel policy, forex rate etc. on quarterly basis.
• Streamlined invoice processing procedures to ensure timely payment of vendors while minimizing errors in financial records.
• Coordinated, ensuring cost-effective and timely accommodations and transportation of internal employees.
• Negotiated with vendors to reduce office supply costs, leveraging bulk purchase agreements.
• Maintained a professional appearance of common areas including conference rooms and reception area, ensuring a welcoming environment for guests.
• Managed benefits enrollment by answering questions and aiding employees with login details.
• Developed policies and procedures that align with company objectives and legal requirements.
• Pre-screened resumes prior to sending to corporate hiring managers for consideration.
• Delivered HR training sessions to staff, managers and executives.
• Educated employees on company policy and kept employee handbook current.
• Handled logistics, catering, agendas and travel arrangements for meeting and event planning for board of directors & BDMs.
• Communication and coordination with internal departments, such as:

- Production

- Quality control

- Logistics

- Research and development

External stakeholders, including:

- Suppliers

- Customers

- Regulatory bodies

ACHIEVEMENTS:

• Steered the entire coordination, modification & digitization of the entire holiday & leave procedures using the GreytHR software. (2024)
• Executed translation of the Training User Guides (English - Bengali) for ground level staffs. (2022)
• Successfully planned inter departmental Attendance Roster weekly and monthly, coordinated and arranged transportation with Gate Security staffs during lockdown. (2020-21)
• Effectively performed research to collect and record industry data, connected and set up initial meeting with Scientists on pan India basis for CSR Project on Silicone Synthesis. (2019-20)

• Managed 4 director’s global calendars across 2 time zones with 98% scheduling accuracy
• Safeguarded sensitive information by maintaining strict confidentiality adhering to privacy policies and protecting company interests and employee privacy.
• Promoted a positive work environment through effective communication skills and fostering professional relationships among colleagues.
• Improved document organization with thorough file maintenance, archiving outdated records as necessary with the Negotiating price as per Agreement with the Record Management Company for efficient retrieval when needed.
• Coordinated, booked domestic & international airfare, hotel & ground transportation and prepared itinerary for higher management to attend global conferences successfully.
• Coordinated 50 + international Visas & prepared invitation letter for foreign guests and delegates for international travel.
• Had ensured adherence to Compliance:
• · - Company policies
• · - Regulatory requirements (OSHA, EPA, etc.)
• · - Industry standards (e.g., ISO 9001)
• Coordinated office supply inventory management, proactively ordering necessary items before depletion to avoid workflow disruptions. Negotiated with vendors to reduce office supply costs, leveraging bulk purchase agreements.
• Supported executive staff through scheduling meetings, coordinating travel arrangements, and preparing crucial documents.
• Took accurate minutes of meeting with fast dictation taking ability and typing up minutes after meeting.
• Processed travel expenses and reimbursements for executive team and senior management group.
• Used software like WebEx, Microsoft Outlook, Google Workspace etc. to coordinate meetings, appointments, checking e-mails and securing files.
• Answered multi-line phone system, routing calls, delivering messages to staff and greeting visitors.

• Drafted business & banking letters based on finacial requirements.
• Managed co-ordination & follow up with External Agencies for pending & ongoing Work.
• Prepared quarterly business review presentations for investor meetings.
• Coordinated complex annual meeting involving multiple presenters, high number of global attendees and robust budget encompassing livestream production, remote location arrangements and senior executive accommodations.
• Managed finacial document flow between Accounts, Purchase & External Auditors.
• Implemented Supported decision-making processes by compiling research data and presenting findings to the CEO.
• Responded to emails and other correspondence to facilitate communication and enhance business processes.

• Organized and correlated incoming communications, prioritizing messages, and ensured prompt responses from the director.
• Managed holidays and employee leaves.
• Screened candidates for interviews, and managed the full employee lifecycle from recruitment to exit formalities for 24+ staff.
• Liaised with internal and external stakeholders, fostering strong relationships between the director and key contacts.
• Learned, maintained, and matched debit/credit balances using Tally with 100% audit compliance.
• Maintained in-house library, categorized and indexed.
• Promoted team productivity by keeping supplies organized and well-stocked.
• Used QuickBooks to produce monthly invoices, reports, and other deliverables.

• Maintained daily report documents, memos and invoices.
• Handled “C” Forms, preparing quotations, Tender enquiries, Negotiations with the Agency Commission.
• Handled sensitive information discreetly, maintaining confidentiality when managing personnel files or financial data.
• Answered multi-line phone system and enthusiastically greeted callers.
• Liaised between clients and vendors and maintained effective lines of communication.