MARTINA D'COSTA
Mumbai
Summary
Dynamic Executive Assistant with a proven track record at Swades Foundation, adept in complex travel logistics and stakeholder relationship management. Recognized for exceptional calendar management and emotional intelligence, successfully balancing high-priority tasks in fast-paced environments while maintaining confidentiality and fostering strong professional relationships.
Overview
3
3
Languages
27
27
years of professional experience
Work History
Executive Assistant to Founder & Managing Trustee
Swades Foundation
Mumbai
01.2014 - Current
- Served as the single point of contact for the Managing Trustees' Office.
- Managed Trustees' inboxes, prioritised critical communications, filtered spam, and responded to routine correspondence on their behalf.
- Managed complex calendars, meetings, and events for both Managing Trustees, ensuring seamless scheduling and coordination.
- Successfully balanced multiple high-priority tasks in a fast-paced, high-pressure environment.
- Maintained organised physical and electronic filing systems for confidential records and documentation.
- Handled highly sensitive information with absolute discretion, sound judgement, and proactive execution.
- Coordinated with executive search consultants to support senior leadership hiring and maintained accurate recruitment trackers.
- Managed corporate credit card expense tracking, receipt reconciliation, and expense records.
- Coordinated domestic and international travel, including visa applications, itineraries, and end-to-end travel logistics.
- Provided real-time travel support by managing last-minute itinerary changes, cancellations, and special travel requirements.
- Supported high-profile fundraising events by managing guest lists, HNI seating plans, RSVPs, invitations, and event communications.
- Coordinated meeting logistics, including conference room bookings, catering, presentation setup, and video conferencing facilities.
- Oversaw monthly payroll for Trustees' personal staff, including loan deduction tracking and payment coordination.
- Ensured regular household bills & vendor payments, run personal errands and manage domestic logistics for the Trustees' residence while providing seamless ad hoc executive support to the family.
- Built and maintained strong working relationships with internal teams, consultants, vendors, and external stakeholders.
Office Administrator & Executive Assistant to MD
Summit India Advisory Pvt. Ltd.
Mumbai
03.2012 - 12.2013
- Manage phone calls, screen determine nature /urgency of request, transcribe voicemails
- Schedule meetings, bridge calls via Webex & Lifesize audio/video system to connect Summit locations & 3rd party clients
- Generating & circulating Loop Up dial in no's for every scheduled call
- Update team attendance via ADP elabour Manager
- Maintain and update database for all business cards via SIEBEL
- Prepare monthly expense reimbursements reports via Concur Premier
- Client meeting notifications to be sent to Makers security for obtaining gate pass
- Research conferences & register attendance for the same in Mumbai/India for specific sectors (Retail, Healthcare, Education etc)
- Ensure necessary materials (Pitch books, Notes etc) are ready/printed for all meetings & travel
- Trained to use Box app - to upload / update Deal information online
- Keep a track of all online database subscriptions and renew them in a timely manner
- Yearly performance reviews to be filled and submitted via SuccessFactor
- Coordinate with Insurance company to cover office under Insurances (CGL, WCI & PI)
- Submitting Medical receipts for reimbursements via ALC Health Insurance portal, creating individual logins and passcodes for the team
- Negotiate rates with vendors for AMC's (Electrical, AC, Pest Control, Board Room cleaning, Carpentry & Plumbing)
- Ensures operation of equipments (PC, Laptops, Plantronics, Lifesize audio/video system/ Avaya phones/ Servers) by completing preventive maintenance requirements, following manufacturer's instructions, troubleshooting malfunctions, calling for repairs, maintaining equipment inventories, evaluating new equipment and techniques
- Coordinated for office boys replacement & trained the new joinees
- Acts as a liaison with landlord and building management on any office-related issues.
Executive Assistant to CFO
Matrix India Asset Advisors Pvt. Ltd.
Mumbai
01.2009 - 03.2012
- Handled 4 complex calendars, scheduled, coordinated meets & travel requirements (International & Domestic, Hotels + Visas)
- Send out Office Memos, administrative basis
- Send out Quarter / Annual financial reports to Investors
- Prepare Capital Call emails and send to Investors
- Send out weekly deal tracker updates to the MD
- Maintain confidential data & save information on a drive, physical copies filed as required
- Planning and arranging logistics for all On-Site and Off-Site Company events, and serve as a principal Liaison with vendors associated with these meetings
- Solely managed monthly lunch programs, night-outs and events.
- Budgeted & organized Admin staff domestic travel offsite.
Executive (Admin) Assistant to SVP Derivative
Lehman Brothers India Pvt. Ltd.
Mumbai
07.2007 - 12.2008
- Fixed meetings and managed calendar
- Coordinate with the team for official request (Laptops, desk phones & other office supplies)
- Handled petty cash(Rs25,000/-) for the office & maintain/update admin supplier contact list
- Follow up with IT Dept and raising TAC's / JETSR's for installations of applications / software or any IT related issues
- Organize Birthday and other small celebrations for the team
- Assisting team members with their Exit Clearance formalities at the time of resignation.
Executive Assistant to COO
Agilent Technologies India Pvt. Ltd
10.2005 - 07.2007
- One point contact to all Consultants on the project
- Preparing MIS Reports
- Negotiate a competitive contractual rate with Avis/ORIX Car vendors & five star Hotels
- Negotiate apartment deals for consultants
- Receive all vendor invoices, verify, approve & then submit to finance for payments
- Maintaining 3rd Party Financial Sheet
- Timesheet entry in Oracle of all contractors
- Updating project data in eRoom
- Processing of bills through SAP.
Executive Assistant to COO
Global E-Secure Ltd.
02.2004 - 09.2005
- Calendar management
- Manage phone calls and action emails
- Plan appointments and events
- Coordinate on various matters between executives and employees /clients
- Create regular reports and update internal databases
- Handle travel arrangements
- Respond promptly to pressing matters
- Facilitate internal communication (e.g Distribute information and schedule presentations).
Secretary & Finance Assistant to CFO
Sitel India Limited
Mumbai
02.2000 - 02.2004
- Taking dictation of letters in short hand, drafting, editing and finessing correspondence, communications and other documentation as required
- Managing (placing, answering, screening) calls for the CFO & taking messages as and when
- Confidential documents filed and kept safely in a locker
- Scheduling appointments and meetings
- Maintained a high level of confidentiality
- Maintained a database of Business cards
- Maintaining cashbook & physical cash verification book
- Organizing financial documents of the department to be sent to Directors, Auditors, Banks & Others
- Maintaining a file of the same
- Placing together all financial documents and making sets to be sent to various Board Members offices
- Arranging documents to be dispatched through couriers / transporters
- Coordinating with payroll members for issue of duplicate form 16 & checking the same with the photocopy before issuing it to the requester
- Handled petty cash(Rs.1lakh) for the office, tracked cash to replenish the same via direct cash withdrawals from the Bank on approvals
- Was a one point of contact for all cheques to be signed and on receipt of signatures disburse the same to various departments
- Filing documents, reference materials etc and ensuring this is kept up-to-date, accurate and confidentially stored – both hard and soft copy.
Education
Bachelor of Arts - Philosophy
Mithibai College of Commerce And Arts
Mumbai, Mumbai, IndiaSkills
- Executive Calendar & Time Management
- Professional Correspondence & Communication
- Digital & Technology Proficiency
- Complex Travel & Logistics Management
- Critical Thinking & Problem Solving
- Emotional Intelligence & Interpersonal Skills
- Stakeholder Relationship Management & Executive Administration
Accomplishments
- Instrumental in setting up Summit Mumbai office & ensuring smooth function at all times.
- Played a key role in the successful execution of the Swades Foundation Fundraiser, managing guest invitations, RSVPs, and event logistics for a high-profile event attended by over 500 guests.
- Managed complex executive calendars across 3 time zones, ensuring seamless coordination and maintaining on-time start record for weekly executive meetings.
- Transitioned paper processes to digital document management protocol, reducing document retrieval time and increasing information accuracy
- Demonstrated ownership and crisis management by promptly attending the office during an emergency fire alarm activation on a Sunday, ensuring workplace safety and resolving the issue following identification of a technical fault
- Negotiated competitive rates with Car/Hotel/AMC vendors.
- Trained a new administrative staff.
Training
- Certified for attending a 2 day workshop on 'FOCUS' – Achieving your Highest Priorities by Franklin Covey.
- Certified for attending a 2 day workshop on '7 Habits of Highly Effective People' by Franklin Covey.
- Attended a 1 day training session on 'Communication Skills' by Franklin Covey.
Languages
Advanced (C1), Intermediate (B1), Intermediate (B1)
Personal Information
- Date of Birth: 30 December 1979
- Marital Status: Married
- Religion: Roman Catholic
Additional Qualifications
Executive Secretarial Course, Clares, Mumbai, Maharashtra
Languages
English
Native
Native
Hindi
Upper Intermediate (B2)
B2
Marathi
Upper Intermediate (B2)
B2
Timeline
Executive Assistant to Founder & Managing Trustee
Swades Foundation
01.2014 - Current
Office Administrator & Executive Assistant to MD
Summit India Advisory Pvt. Ltd.
03.2012 - 12.2013
Executive Assistant to CFO
Matrix India Asset Advisors Pvt. Ltd.
01.2009 - 03.2012
Executive (Admin) Assistant to SVP Derivative
Lehman Brothers India Pvt. Ltd.
07.2007 - 12.2008
Executive Assistant to COO
Agilent Technologies India Pvt. Ltd
10.2005 - 07.2007
Executive Assistant to COO
Global E-Secure Ltd.
02.2004 - 09.2005
Secretary & Finance Assistant to CFO
Sitel India Limited
02.2000 - 02.2004
Bachelor of Arts - Philosophy
Mithibai College of Commerce And Arts