Maheshwari R

Strategic and highly organized Executive Assistant with 14 years’ experience supporting C-level leaders in fast-paced, international environments. Proven track record in managing complex calendars, global travel, senior stakeholder communication, and end-to-end meeting and event execution. Adept at prioritizing, anticipating needs, and driving follow-through on executive initiatives while maintaining absolute confidentiality and professionalism.

• Executive calendar & inbox management (C-level)
• Complex international travel & expense management
• Board & leadership meeting coordination
• Stakeholder management & communication (internal / external)
• Document preparation, presentations, reports, minutes
• Confidential information handling & discretion
• Project coordination & follow-up on action items
• Process improvement & office organization
• Vendor & contract coordination (where applicable)
• Tools: MS Office Word, Excel, PowerPoint, Outlook, Teams / Zoom, SharePoint, Concur, SAP, Workday, etc.

Executive Assistant to Business Process Excellence Head (APAC)

Carl Zeiss India Bangalore Pvt,Ltd., Bangalore, India — June 2025 to Present

• Manage complex, high-volume executive calendars, including cross-time-zone meetings, conflict resolution, and proactive scheduling aligned with strategic priorities.
• Oversee executive inbox, triage and prioritize emails, draft responses, and ensure critical items are addressed within agreed timelines.
• Plan and coordinate domestic and international travel arrangements like flights, visas, hotels, transfers, preparing detailed travel itineraries and handling last-minute changes.
• Prepare, proofread, and format presentations, board packs, reports, and meeting materials using MS PowerPoint, Word, and Excel.
• Coordinate executive, leadership, and board meetings, invitations, agendas, pre-reads, room/virtual setup, minutes, and action-tracking.
• Act as a key point of contact between the executive and internal/external stakeholders, ensuring clear, professional, and timely communication.
• Handle confidential information HR topics, financials, strategic projects with high discretion and compliance with company policies.
• Manage and process expense reports, invoices, and approvals in Concur, Fiori, Workday, ensuring accuracy and adherence to company policy.
• Support small projects and initiatives strategy workshops, offsites, org changes, coordinating tasks, timelines, and follow-up.
• Identify and implement process improvements in daily workflows, documentation, and communication to increase efficiency and reduce errors.

Key Achievements

• Successfully coordinated and secured Schengen visas for 4444 team members within one month, with zero discrepancies and full compliance with documentation requirements.
• Reduced scheduling conflicts by 95%95% by optimizing calendar rules, implementing a standardized meeting‑booking process, and organizing a structured FIT2 Template workshop to train stakeholders.
• Planned and executed FIT4 offsites, award functions, and townhalls end-to-end, receiving highly positive feedback from senior leadership and participants for organisation, communication, and event quality.

• Safeguard sensitive information with discretion.
• Support executives by maintaining confidentiality and trust.
• Ensure effective planning and administrative systems.
• Act as first point of contact for calls and correspondence.
• Draft and edit documents for founders.
• Facilitate complex scheduling of appointments and meetings.
• Coordinate travel arrangements and prepare expense reports.
• Organise filing and record-keeping tasks.
• Manage diary of chief executive and provide briefing papers.
• Arrange domestic and international travel logistics.
• Serve as liaison for founders and stakeholders.
• Maintain effective filing and data storage systems.
• Prepare materials for executive meetings and take minutes.

• Monitoring and managing the customer travel plan
• Reviewing and assessing the Performance KPI of the Team
• Conduct Monthly progress meetings with Senior Management
• Establishing a travel policy for dealing with vendors, making bookings, and helping to monitor and manage travel costs and expenses.

• Maintains an accurate filing and record-keeping system for all financial statements and company documents.
• Ensures business processes, administration, and financial management.
• Analysis of revenue, expenses, cash flows, and balance sheets.
• Invoice and Account Receivable Management.
• Bahrain

• Organized and maintained appointments, incoming emails, faxes, and posts, often corresponding on behalf of management.
• Coordinated travel, visas, and accommodations and, occasionally, travelled with management, took notes or dictation at meetings, and provided general assistance during presentations.
• Bahrain