KAVITA NAIDU
Mumbai
Summary
Executive Assistant skilled at offering high-level administrative support to senior-level staff. Expert in travel management, expense tracking and schedule coordination. Expertly assists executive team using exceptional communication and organizational skills.
Overview
23
23
years of professional experience
Work History
Executive Assistant
Shree Rapid Technologies
10.2020 - Current
- Assisting Asst Vice President preparing High value proposals for both government and private customers
- Maintaining files and retrieving records in soft copies of proposals and reports
- Managing special projects of online registration and submission of bids on behalf of Principals to enable them to participate in high value Government tenders like ISRO, OFB, CPP DAE portal
- Complete assignments efficiently and effectively using Microsoft Office products information systems (Word, PowerPoint and Excel)
- Organized and coordinated conferences and monthly meetings
- Updated spreadsheets and created presentations to support executives and boost team productivity
- Managed executive calendars, scheduling meetings and appointments and coordinating travel arrangements to optimize time
- Developed and maintained automated alert systems for important deadlines
- Supported business and hospitality needs of corporate partners and staff during meetings and company events
- Conducted research and analyzed data to provide detailed reports on various business topics
- Used advanced software to prepare documents, reports, and presentations
- Managed mail and both incoming and outgoing correspondence, mail, email and faxes
- Promoted team productivity by keeping supplies organized and well-stocked
Executive Assistant
Empire Machine Tools - MFTM Division
06.2017 - 07.2020
- Assisting Sr
- Vice President for preparing High value proposals for both government and private customers
- Responsible for administrative tasks including to reports, letters, travel bookings, expense reports and other documents
- Coordination with Overseas Principals for arranging their visits to our customers and their flight and visa arrangements
- Working with Service head for after sales support to our customers
- Providing assistance support to all Sales Managers and above for various assignment including communications to customers/ Overseas Principals
- Coordination with Overseas Principals and Exhibition Authorities for successful participation in Mega Exhibition like IMTEX
- Managing special projects of online registration and submission of bids on behalf of our Principals for enabling them to participate in high value Government tenders like ISRO, OFB, CPP DAE portal
- Complete assignments efficiently and effectively using Microsoft Office products information systems (Word, Power Point and Excel)
- Organized and coordinated conferences and monthly meetings
- Managed executive calendars, scheduling meetings and appointments and coordinating travel arrangements to optimize time
- Developed and maintained automated alert systems for important deadlines
- Supported business and hospitality needs of corporate partners and staff during meetings and company events
- Promoted team productivity by keeping supplies organized and well-stocked
- Created and managed office systems to efficiently deal with documentation
Executive Assistant to CEO
Toyop Relief Pvt. Ltd
06.2013 - 05.2017
- Responsible for administration and clerical activities of administrative departments such as answering phone calls, preparing reports and compiling files
- Responsible for gathering, analyzing and summarizing information to Export Manager as required
- Provide full secretarial support to Human Resources, Vice President and Manager
- Handle all incoming correspondence schedule and co-ordinate meetings, appointments and events
- Co-ordinate and follow up on interviews
- Liaise with Management, Candidates and external providers
- Source and collate employee data
- Maintain complete employee database
- Admin assistance, Customer queries, handling payment section, Payment to Vendors, Preparing Quotation and Purchase Order, Performa Invoice
- Handled confidential and sensitive information with discretion and tact.
- Screened calls and emails and responded accordingly to support executive correspondence.
- Promoted team productivity by keeping supplies organized and well-stocked.
- Greeted arriving visitors, determined nature and purpose of visit and directed individuals to appropriate destinations.
- Managed mail and both incoming and outgoing correspondence, mail, email and faxes.
Executive Assistant to MD
Focus Trade Fair Pvt. Ltd.
09.2009
- Utilizing computer based applications for organizational development
- Developing schedule for official tours and visits
- Exercised discretion while handling confidential information
- Seamlessly coordinated travel logistics and arranged meetings
- Streamlined billing process for entire department to ensure billings were completed in a timely manner
- Streamlined ordering process for office supplies
- Leading, mentoring & monitoring performance of team members to ensure efficiency in process operations and meeting of individual & group targets.
Executive Secretary to General Manager (Marketing)
Insta Exhibition Pvt. Ltd.
04.2004 - 08.2008
- Planned and supported sale of Expo Display Stand design and construction services in specific exhibitions sectors and accounts
- Developed quotation, order forms and other documentation related to sales
- Processed expense reimbursements and answered multi-line telephone system
- Coordinated mail merged and large mailings to clients
- Established Administrative Group to train and educate administrative professionals
Sr. Team Leader
Country Club (India) Ltd. (CCIL)
10.2002 - 03.2004
- Set clear team goals and delegated tasks and set deadlines.
- Discovered training needs and provided coaching.
- Monitored operating machinery to assess progress, adjust settings, and maintain production speeds.
- Produced weekly, daily and monthly activity reports and forecasts.
- Demonstrated knowledge of company mission and goals and mentored employees in reaching objectives aligned with company core values.
Secretary
Nav Bharat Electronics Pvt. Ltd.
11.1999 - 03.2002
- Scheduled appointments and conducted follow-up calls to clients.
- Provided clerical support to company employees by copying, faxing, and filing documents.
- Handled daily scheduling tasks and provided administrative support for entire department.
- Maintained office supplies inventory by checking stock and ordering new supplies.
- Responded to emails and other correspondence to facilitate communication and enhance business processes.
- Created and updated records and files to maintain document compliance.
- Maintained electronic filing systems and categorized documents.
Office Assistant
Padalia's Brokerage
08.1997 - 10.1999
- Interacted with customers by phone, email, or in-person to provide information.
- Welcomed office visitors and alerted staff to arrivals of scheduled appointments.
- Delivered clerical support by handling range of routine and special requirements.
- Completed clerical tasks such as filing, copying, and distributing mail.
- Maintained and updated office records, both digital and physical.
Education
Bachelor of Arts - ENLGISH
Jhunjhunwala College, Ghatkopar, University of Mumbai
07.1997
Diploma - Professional Secretararialship
Davar's College, Mumbai
Skills
- MS OFFICE - Word, Excel, Power Point
- Microsoft Outlook & Internet Applications
- Travel Management
- Mail Management
- Expense Reporting
- Office Management
- Travel Coordination
- Calendar Management
Timeline
Executive Assistant
Shree Rapid Technologies
10.2020 - Current
Executive Assistant
Empire Machine Tools - MFTM Division
06.2017 - 07.2020
Executive Assistant to CEO
Toyop Relief Pvt. Ltd
06.2013 - 05.2017
Executive Assistant to MD
Focus Trade Fair Pvt. Ltd.
09.2009
Executive Secretary to General Manager (Marketing)
Insta Exhibition Pvt. Ltd.
04.2004 - 08.2008
Sr. Team Leader
Country Club (India) Ltd. (CCIL)
10.2002 - 03.2004
Secretary
Nav Bharat Electronics Pvt. Ltd.
11.1999 - 03.2002
Office Assistant
Padalia's Brokerage
08.1997 - 10.1999
Bachelor of Arts - ENLGISH
Jhunjhunwala College, Ghatkopar, University of Mumbai
Diploma - Professional Secretararialship
Davar's College, Mumbai
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