Summary
Overview
Work History
Education
Skills
Websites
Hobbies
Languages
Timeline
Generic
Kalaveni Swapna

Kalaveni Swapna

Hyderabad

Summary

Senior Executive Administrator Assistant with over 11+ years of experience. Expert in strategic planning, organization and providing comprehensive support to company leaders. Goal-oriented with ability to meet long-term goals through daily organization. Dedicated to excellent customer service, client satisfaction and team communication.

Overview

15
15
years of professional experience

Work History

Executive Assistant

Novartis Pharma Health Care Pvt. Ltd
01.2023 - Current
  • Ability to complex calendar management and meeting prioritization as well as large scale meeting coordination.
  • Scheduling cost effective air/hotel/ground transportation and creating detailed travel itineraries.
  • Expense reports to achieve cost savings.
  • Preparation of presentations and management reports;
  • Travel logistics (purchase of tickets / hotel reservations / car rental).
  • Able to proactive project and events coordination and engagement with leadership.
  • Performed data entry tasks into various software programs including MS Excel spreadsheets.
  • Greeted visitors warmly upon arrival at the office premises.
  • Assisted in organizing conferences, seminars and other events as directed by the executives.
  • Maintained confidential records and files related to executive operations.
  • Prepared reports, presentations, agendas, minutes, and other documents as needed by the executive staff.
  • Acted as a liaison between the executives and internal and external stakeholders to facilitate communication flow.
  • Provided administrative support in preparing contracts, invoices, purchase orders, and other documentation required for daily business activities.
  • Managed and tracked expenses to meet company budget requirements.
  • Coordinated meeting and work schedules for staff teams and executives.
  • Facilitated board meeting agendas and distributed support materials in advance for successful sessions.
  • Designed PowerPoint presentations for monthly divisional meetings with top-level executives.
  • Supervised executive and management calendars while allocating tasks to administrative support team for smooth operational flow.

Executive Assistant

Microsoft Global (India) Pvt.Ltd
Hyderabad, Telangana
12.2021 - 09.2022
  • Organized and managed complex calendar of appointments, meetings, and travel arrangements for executive team.
  • At Microsoft, we are a thriving organization with a huge team dedicated to excellence and innovation. We are seeking an experienced and highly organized Administrative Assistant to provide essential support in our dynamic workplace.
  • Provide comprehensive administrative support to a team of 200+ professionals.
  • Assist in maintaining a well-organized and efficient office environment.
  • Oversee IT hardware management, including distribution and purchases for the entire team. Ensure the availability and maintenance of IT resources.
  • Raise purchase orders, track budgets, and maintain data sheets for various departments. Assist in the procurement process and budget monitoring.
  • Handle various tools and systems related to Human Resources, Recruitment, and Finance. Ensure efficient utilization and assist with problem resolution.
  • Assign seats and manage internal movements for the entire team. Optimize workspace allocation and internal logistics.
  • Coordinate the purchase of supplies, organize off-site events, meetings, and morale-boosting outings. Contribute to successful event planning and execution.
  • Manage end-to-end arrangements for executive visits, including travel, accommodations, and scheduling.
  • Provide a warm and professional welcome to visiting executives.
  • Collect and maintain data related to team members' t-shirt sizes, birthdays, addresses, and contact details.Share data with other departments as needed.
  • Collaborate closely with various departments, including Human Resources, Finance, Recruiting, and the US counterpart.
  • Ensure the seamless execution of administrative functions.
  • Assist managers with end-to-end travel coordination, raising expenses, and addressing their requests.

Administrative Assistant

Kelly Services India Pvt Ltd
Hyderabad
03.2019 - 03.2021
  • Managed incoming calls while providing information or transferring callers to appropriate personnel.
  • Composed letters, memos, reports, emails, presentations and other written correspondence as required by management staff.
  • Maintained office supplies inventory by checking stock to determine inventory level.
  • Developed and maintained filing systems for confidential documents and records.
  • Provided administrative support to the executive team, including scheduling meetings and managing calendars.
  • Ensured efficient operation of office equipment such as printers, copiers and fax machines.
  • Managed office supplies inventory and placed orders when necessary.
  • Updated contact lists regularly when changes occur in employee status or contact information.
  • Processed invoices for payment using accounting software applications.
  • Coordinated mailings including sorting mail, preparing packages for shipping via courier service or postal service.
  • Greeted visitors in a professional manner, responding to inquiries and directing them to appropriate personnel.
  • Created travel arrangements and distributed travel details to appropriate personnel.
  • Organized and maintained filing systems for physical and electronic documents, ensuring accuracy and confidentiality of records.
  • Set up workshops, conferences and meetings by scheduling and reserving rooms and preparing supplies.
  • Coordinated travel arrangements and completed expense reports for travel reimbursement.
  • Raised funds by organizing multiple events and diligently managed details to meet deadlines.

Billing Cum Patient Relation Executive

Nova IVI Fertility Center ltd
02.2018 - 03.2019
  • Maintains accounts payable and receivables, calculates, prepares and processes bills and invoices, maintains other nancial records and issues cheques, and receives payments.
  • To handle all patient concerns and proactively ensure all patients' needs are met.
  • To handle any special patient requests and deal with any complaints or patient queries.
  • Assisted with month-end closing activities, including account reconciliations.
  • Checked payroll, vendor payments and other accounting disbursements for accuracy and compliance.

Administrative Assistant

Tetra soft India Pvt Ltd
Hyderabad, Telangana
05.2011 - 01.2016
  • Managed incoming calls while providing information or transferring callers to appropriate personnel.
  • Composed letters, memos, reports, emails, presentations and other written correspondence as required by management staff.
  • Maintained office supplies inventory by checking stock to determine inventory level.
  • Managed office supplies inventory and placed orders when necessary.
  • Processed invoices for payment using accounting software applications.
  • Kept office equipment functional and supplies well-stocked to promote efficient operations.
  • Oversaw staff correspondence, record tracking and data communications, resulting in improved automation of office operations.
  • Updated expense tracking spreadsheets for management review purposes on a periodic basis.
  • Prepared detailed monthly expense analyses for management review.
  • Created detailed reports outlining costs associated with labor, materials, and overhead expenses for management review.
  • Performed basic accounting tasks such as reconciling accounts payable and receivable invoices, tracking expenses and creating financial reports for review by senior management.
  • Prepared monthly reports for management outlining estimated costs and actual expenses incurred during the project lifecycle.
  • Recruited, trained, managed and evaluated performance of staff members involved in daily operations.
  • Monitored inventory levels of supplies used in the facility's operations.
  • Conducted regular inspections of facilities to ensure safe working conditions.
  • Monitored facility maintenance for cleanliness and recommended improvements to overall aesthetics.

Front Office Executive

Ecomnets Technologies Pvt Ltd
Hyderabad, Telangana
02.2010 - 03.2011
  • Greeted customers, answered inquiries, and directed them to the appropriate department.
  • Developed strong relationships with customers through effective communication skills.
  • Handled incoming calls professionally while providing accurate information about products or services offered by the organization.
  • Maintained a clean reception area by tidying up furniture, magazines, and other items.
  • Managed the switchboard system by answering calls promptly and transferring them to relevant departments or personnel.
  • Provided administrative support including photocopying, scanning documents, faxing.
  • Tracked daily attendance records of employees coming into work each day.
  • Conducted preliminary interviews with walk-in applicants, collecting resumes and initial screening.
  • Kept office equipment functional and supplies well-stocked to promote efficient operations.
  • Provided product shipment logistical support and quality control by coordinating with vendors, resulting in increased revenue.

Education

Graduation - BZC

Myhri Women's College
Nalgonda
05-2008

Skills

  • Calendar management
  • Microsoft Office proficiency
  • Project management
  • Interpersonal skills
  • Travel arrangements
  • Problem-solving
  • Adaptability
  • Time management
  • Stakeholder communication
  • Event planning

Hobbies

  • Travelling
  • Cooking
  • Reading Books

Languages

Telugu
First Language
English
Advanced (C1)
C1
Hindi
Advanced (C1)
C1

Timeline

Executive Assistant

Novartis Pharma Health Care Pvt. Ltd
01.2023 - Current

Executive Assistant

Microsoft Global (India) Pvt.Ltd
12.2021 - 09.2022

Administrative Assistant

Kelly Services India Pvt Ltd
03.2019 - 03.2021

Billing Cum Patient Relation Executive

Nova IVI Fertility Center ltd
02.2018 - 03.2019

Administrative Assistant

Tetra soft India Pvt Ltd
05.2011 - 01.2016

Front Office Executive

Ecomnets Technologies Pvt Ltd
02.2010 - 03.2011

Graduation - BZC

Myhri Women's College

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Kalaveni Swapna