Ajay Sharma
Gurgaon
Summary
Agile professional with a proven track record of enabling organizational value through high-quality support to senior executives. Demonstrates strong communication and multitasking abilities in deadline-driven environments. Known for motivating teams and delivering impactful results. Seeking a challenging role in a fast-paced setting.
Overview
8
8
years of professional experience
Work History
Executive Assistant to Chief People Officer
Argenbright Master Holdings Services Private Limited , Gurgaon
Gurgaon
02.2024 - Current
- Proactive calendar management including arranging of onshore and
offshore meeting. - Managing end to end event organization of large and small scale.
- End to end travel management including visa processing and travel
bookings. - Expenses management with reconciliation of corporate card statements.
- Format information for internal and external communication – memos,
emails, presentations, reports. - Facilitating daily admin activities for smooth running of the office.
- Maintenance of trackers of daily business activities.
- Conducted research on industry trends to support executive decision-making processes.
- Maintained confidential records and files related to executive operations.
- Monitored incoming emails and responded accordingly in a timely manner.
- Prepared reports, presentations, agendas, minutes, and other documents as needed by the executive staff.
- Provided administrative support in preparing contracts, invoices, purchase orders, and other documentation required for daily business activities.
Executive Assistant
Clifford Chance Business Services Pvt. Ltd
Gurgaon
10.2021 - 02.2024
- Planning meetings proactively, managing conflicting demands and control dynamic
diaries end to end. Arrange all logistics like agenda, pre-reads, co-ordinate and facilitate meetings as required,
including attending such meetings, the taking of minutes and timely producing of action points/notes. - Organizing end-to-end travel including flight, rail, taxi, hotel, VISA, travel insurance, etc,
and building extensive itineraries ensuring not just logistics, but complete agenda is well prepared. Updating
calendar with logistic details and saving everything in an organized way in data repository. - Proactively and meticulously submit all claims - expenses, mileage, etc
- error free and with quick TAT. Assisted with the raising and tracking of invoices as well as purchase orders.
Support with updates for reporting and tracking against budgets where necessary. - Ensure all correspondence and relevant materials are produced in a timely and accurate
manner and assist with creation of presentations as required. Management of document control on iManage (internal document storing software), and maintenance of other related software or tools as requested by Partners. - Assisted Partners with conducting search, collating, and analyzing data for the
projects. Assist in drafting monthly status reports, or reviewing them to ensure the information is accurate, and
that risks and issues are escalated. Track and monitor progress on the milestones and draft monthly reports.
Make informed decisions on behalf of Stakeholder without hand holding and meet all pressing needs in defined
timelines. - Assisted with any other ad-hoc tasks like assisting with on boarding a new joiner in Stakeholder's team,
creating/ updating distribution lists, working on upskilling sessions and newsletters for Stakeholder's Team,
coordinating for off-sites, official gatherings, etc.
Executive Assistant
WNS Global Services ( GlaxoSmithKline Pharmaceuticals)
Gurgaon
02.2019 - 10.2021
- Arranging domestic and international travel: flights, trains, hotels, taxis, currency, maps and liaising with thein house travel provider, as required.
- Associated with Projects globally, initiated projects for client based in UK site.
- Regular meetings and liaising with associated finance departments and teams i.e., P2P, Invoice Processing,
Vendor Management etc. - Managed executive calendars and scheduled appointments efficiently.
- To ensure timely payment and documents along with maintaining Service Level Agreement on SAP and
Ariba. - Proactively troubleshooting and solving problems to ensure zero work disruption.
Administrative Assistant to the Vice President
People Powered Solutions ( Reliance Group )
Gurgaon
11.2018 - 02.2019
- Coordinated schedules and meetings for the Vice President and executive team.
- Managed correspondence and communications for internal and external stakeholders.
- Organized and maintained confidential files and documentation for executive review.
- Supported project management tasks by tracking deadlines and deliverables effectively.
- Collaborated with departments to ensure smooth execution of administrative functions.
- Maintained filing system of all documents related to the Vice President's office operations.
- Organized meetings and conference calls for the Vice President with internal and external stakeholders.
- Processed expense reports submitted by staff members working under supervision of VP.
- Coordinated travel arrangements including flights, hotels, transportation, itineraries and visas.
- Prepared agendas, presentations, spreadsheets, and other materials for meetings attended by the Vice President.
Administrative Assistant
Wazir Advisors
Gurgaon
10.2017 - 11.2018
- Organized schedules and appointments for senior advisors and clients.
- Maintained accurate records and files for client interactions and projects.
- Coordinated communication between departments to streamline workflows.
- Managed office supplies inventory and ordered necessary materials promptly.
- Supported onboarding processes for new hires through documentation preparation.
- Answered phone calls and emails to provide information, resulting in effective business correspondence.
- Composed letters, memos, reports, emails, presentations and other written correspondence as required by management staff.
- 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.
Education
MBA - Major in Operations And Finance
Swami Vivekananda Subharti University
06-2021
BBA - Major in Management
SunRise University
06-2016
Skills
- Strategic Calendar &
Travel Management - Organization and
multitasking - Communication &
Active listening - Patience & Adaptability
- Team Collaboration
- Conflict Resolution
- Time Management
- High pressure decision
making - Expense reporting
Accomplishments
- High Quality Outcomes Award – Recognized for consistently delivering
exceptional work with attention to detail and strategic execution - High Service Orientation Award – Honored for a client-first mindset,
proactive problem-solving, and exceeding expectations in executive
support services
Languages
Hindi
First Language
English
Upper Intermediate (B2)
B2
References
References available upon request.
Timeline
Executive Assistant to Chief People Officer
Argenbright Master Holdings Services Private Limited , Gurgaon
02.2024 - Current
Executive Assistant
Clifford Chance Business Services Pvt. Ltd
10.2021 - 02.2024
Executive Assistant
WNS Global Services ( GlaxoSmithKline Pharmaceuticals)
02.2019 - 10.2021
Administrative Assistant to the Vice President
People Powered Solutions ( Reliance Group )
11.2018 - 02.2019
Administrative Assistant
Wazir Advisors
10.2017 - 11.2018
MBA - Major in Operations And Finance
Swami Vivekananda Subharti University
BBA - Major in Management
SunRise University
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