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KALPANA KEMBAVI
Executive Assistant
Bangalore,KA
Summary
Dynamic Executive Assistant with a proven track record at Moolya Software Testing, adept at enhancing operational efficiency and stakeholder engagement. Expert in calendar management and event planning, I excel in cross-functional collaboration and maintaining confidentiality, ensuring seamless communication and strategic support for C-suite executives.
Overview
1
1
Certification
12
12
years of professional experience
Work History
Executive Assistant to the Director | COO | CTO
Moolya Software Testing Pvt. Ltd.
Bangalore
07.2021 - Current
- Executive Assistant Responsibilities
- Provide high-level executive support to a single leader operating across COO, CTO, and Director functions
- Manage complex calendars, strategic scheduling, and end-to-end coordination of meetings and events
- Act as primary point of contact for all internal and external communications, handling sensitive information with the highest level of confidentiality
- Prepare reports, presentations, and briefing materials based on research and data analysis; lead meeting governance from agenda planning through follow-up closure
- Facilitated executive meetings and coordinated cross-functional teams to align on organizational priorities.
- Manage domestic and international travel, itineraries, and expense reporting; own executive productivity systems including inbox and calendar optimization
- Head the Administration function, overseeing operations and leading a team of administrative staff across 4 office branches
- Partnered strategically with HR, Admin, and Finance to streamline processes beyond traditional EA responsibilities.
- Assign responsibilities and review team performance across all locations while mentoring staff to ensure operational efficiency
- Oversaw daily operations to enhance team collaboration and support project objectives at Cloudnix Software Pvt. Ltd.
- Own HR, Admin, and Finance functions for the entity, including processing and release of employee salaries
- Lead daily stand-up calls with the Sales & Marketing team to track priorities and progress
- Manage vendor and subscription renewals, including domain renewals, to keep operations running smoothly
Executive Assistant to the Chief Executive Officer
Langoor Digital Pvt. Ltd.
Bangalore Area
12.2019 - 07.2021
- Coordinated complex meeting schedules for international participants, managing calendar logistics and correspondence to ensure seamless communication and engagement
- Managed executive meetings and events, overseeing budgets, space requirements, and IT logistics to facilitate effective collaboration and information sharing
- Led domestic and international travel itineraries, including planning, expense reimbursements, and filing
- Participated in review meetings, prepared minutes, and tracked follow-up tasks to completion of departmental work plans
- Facilitated executive communications, coordinating calls and correspondence while providing back-up support across admin team to maintain operational continuity
Data and Office Administrator
Alain Charles Publishing Pvt. Ltd.
Bengaluru
03.2013 - 01.2016
- Updated and managed databases to ensure accurate and timely task completion
- Tracked daily magazine billings and generated purchase orders, ensuring accurate record-keeping in ACP database
- Assisted with proofreading promotional materials, events, magazines, and catalogues, while updating Buyers Guide
Student Counsellor and Office Administrator
MT Educare Pvt. Ltd.
Mumbai
05.2010 - 10.2012
- Advised students and parents on courses and career paths, enhancing inquiry-to-admission conversions.
- Managed admissions process, ensuring accurate documentation, effective fee structuring, and timely CRM data entry.
- Oversaw front-office operations, maintaining student records and managing daily correspondence.
- Coordinated class scheduling with faculty and facilitated constructive parent-teacher interactions to support student success.
- Resolved queries from students and parents, boosting satisfaction and retention rates.
- Prepared reports on inquiries and admissions for executive review, providing insights to inform decision-making.
Education
Bachelor of Commerce -
04-2009
Skills
- Executive and C-suite support
- Team leadership and mentoring
- Stakeholder management
- Invoicing and payment processing
- Business operations oversight
- HR administration and finance coordination
- Event and meeting planning
- Vendor relations
- Multi-branch administration
- Calendar and travel coordination
- Confidentiality and discretion
- Time management and prioritization
- Data analysis
- Stakeholder engagement
- Cross-functional collaboration
- Effective communication
- Operational efficiency
- Problem solving
- Expense reporting
- Office administration
- Travel arrangements
- Meeting facilitation
- Professional correspondence
- Decision-making skills
- Advanced multitasking
- Organizational skills
- Document preparation
- Administrative support specialist
- Email management
Certification
- Professional Certificate in Office Administration Management - Udemy 2026
- Executive Assistant Professional Certification (EAPC) - Udemy 2026
- Administrative Professional Foundations - LinkedIn Learning 2024
AWARDS & RECOGNITION
Debut of the Year Award — 2022
Beyond the Call of Duty Award — 2023
Special Mention Award — 2024
Custom
- Career Break — Full-Time Parenting (Feb 2016 – Dec 2019)
Timeline
Executive Assistant to the Director | COO | CTO - Moolya Software Testing Pvt. Ltd.
07.2021 - Current
Executive Assistant to the Chief Executive Officer - Langoor Digital Pvt. Ltd.
12.2019 - 07.2021
Data and Office Administrator - Alain Charles Publishing Pvt. Ltd.
03.2013 - 01.2016
Student Counsellor and Office Administrator - MT Educare Pvt. Ltd.
05.2010 - 10.2012
K J Somaiya College of Arts & Commerce, University of Mumbai - Bachelor of Commerce,