Summary
Overview
Work History
Education
Skills
Timeline
Generic
Nilakshi Rajbongshi

Nilakshi Rajbongshi

Senior Executive Assistant
Bangalore

Summary

Experienced Executive Assistant with 13 years of experience in working with Directors, CEO's & Vice president in high-level office management. Demonstrates key strengths in administrative planning, problem-solving and organizations. Readily adapts to change and exceeds expectations in quality. Trustworthy with years of practical experience and dedicated work ethic. Self-motivated to consistently provide first-class results in line with stringent targets and deadlines. Driven and resourceful with a can-do attitude. Personable with ability to stay calm under pressure. Trustworthy upholds confidentiality.

Overview

10
10
years of professional experience

Work History

Senior Executive Assistant

Apotex Research Private Limited
Bangalore
02.2019 - Current
  • Provided effective meeting support by preparing agendas and taking minutes.
  • Supervised executive calendars while supporting administrative team to facilitate smooth operational flow.
  • Facilitated smooth executive trips, arranging appropriate travel, visas and agendas.
  • Served as executive assistant to Global Directors & CEO's
  • Scheduled and planned meetings and conferences to streamline business operations.
  • Oversaw maintenance of hardcopy and electronic records to preserve institutional information of historical, fiscal and legal value.
  • Welcomed and greeted guests and customers, answered inquiries or directed concerns to correct staff.
  • Created and maintained administrative reports and spreadsheets for logistical purposes.
  • Managed information flow between senior executives and other members of staff, passing on information about policies, procedures and directives.
  • Distributed incoming mail to correct staff members only to preserve privacy of confidential information.
  • Prepared and managed departmental budgets in collaboration with accountants.
  • Followed up on invitations from partners and arranged for representation in consultation with senior executives.
  • Prepared research and briefing papers before appointments and presentations to manager specifications.
  • Coordinated coding and authorisation of invoices, credit card statements and expense reimbursements for payment.
  • Conserved senior executive's time by drafting letters and documents, collecting and analysing information and initiating communications.
  • Used own initiative to delegate matters requiring immediate attention to other staff in absence of CEO.
  • Maintained customer confidence and protected operations by keeping information confidential.
  • Offered logistical support to visiting executives in coordination with other assistants.
  • Worked in SAP for PRN & GRN, Take cares of Dashboard, Salary for third Party like Teamlease & Eupraxia.
  • Managed reimbursement of all bills and reports.
  • Contributed to smooth business operations by planning and organizing meetings and conferences.
  • Processed travel expenses and reimbursements for executive team and senior management group.
  • Prepared meeting agendas and briefing papers for members of board of directors and executive team.
  • Directed administrative functions for board of directors, principals, consultants and key managers.
  • Maintained executive's appointment schedule by planning and scheduling appointments, teleconferences and travel plans.
  • Maintained daily appointment calendars for president and executive vice president.
  • Supported human resources department in annual employee review process to manage performance merit increases.
  • Managed schedules, events and travel plans for conferences, meetings and seminars, as well as domestic and international trips for executives.
  • Monitored incoming correspondence, emails, snail mail and other publications for management members.
  • Represented executive by attending meetings in executive's absence.
  • Complied with special requests from board members for research, assistance and travel arrangements.
  • Distributed company-wide announcements, booked conference rooms and coordinated catering for annual staff development forum.
  • Assisted with team building initiatives and overall support for maintenance of organizational culture and employee morale.
  • Managed external contacts for CEO and kept track of periodic communication needed for priority contacts.
  • Created regular reports and updated internal databases.
  • Managed travel itineraries and logistics for accommodations for employees.
  • Coordinated complex annual meeting involving multiple presenters, high number of global attendees and robust budget encompassing livestream production, remote location arrangements and senior executive accommodations.
  • Managed executives' complex and frequently changing travel arrangements and coordinated pre-planning of trips.
  • Researched, proposed, and implemented vendor agreements to decrease costs and improve services.
  • Created appropriate documentation for members of board and senior leadership before meetings.
  • Provided administrative support to senior leadership and members of executive board while maintaining confidentiality.
  • Maintained confidential, administrative support to executive team and members of board of directors.
  • Transcribed meeting minutes to support sales, business development and senior management teams.
  • Screened incoming mail, publications and other correspondence directed to management team members.
  • Coordinated dealer visitations, company special events and other employee morale functions.
  • Scheduled monthly and annual offsite visits with top national and international executives.

Executive Assistant

Hewlett Packard Enterprise
Bangalore
01.2017 - 01.2019
  • Managed team development, audit preparedness, improvement and maintenance of existing systems and processes along with project management
  • Scheduled and planned meetings and conferences to streamline business operations.
  • Provided effective meeting support by preparing agendas and taking minutes.
  • Facilitated smooth executive trips, arranging appropriate travel, visas and agendas.
  • Created and maintained administrative reports and spreadsheets for logistical purposes.
  • Coordinated coding and authorisation of invoices, credit card statements and expense reimbursements for payment.
  • Prepared research and briefing papers before appointments and presentations to manager specifications.
  • Acted as primary point of administrative contact and liaison with other offices, individuals and external organisations to streamline communications.
  • Distributed incoming mail to correct staff members only to preserve privacy of confidential information.
  • Prepared and managed departmental budgets in collaboration with accountants.
  • Followed up on invitations from partners and arranged for representation in consultation with senior executives.
  • Conserved senior executive's time by drafting letters and documents, collecting and analysing information and initiating communications.
  • Used own initiative to delegate matters requiring immediate attention to other staff in absence of CEO.

Facility Coordinator & Executive Assistant

Oracle
Bangalore
10.2015 - 12.2017
  • Oversaw building improvements to update facilities and meet tenant requirements.
  • Maintained records of payments, vendor pricing, energy usage and activity reports to update accounts.
  • Established and adjusted control systems to provide operations sequence falls in line with commissioning requirements.
  • Conducted regular reviews of supplier relationships for quality and cost analysis.
  • Completed audits and checks to secure office compliance with current legislation.
  • Planned maintenance activities following budget, building use needs and operational requirements to maintain high standards.
  • Managed day-to-day operations of office spaces, maintaining functional, clean and professional environment.
  • Solved problems and offered solutions to maintain and satisfy facility users.
  • Managed building and system start-up to accomplish project goals, specifications and contract requirements.
  • Prepared monthly and yearly management reports to present key facility statistics.
  • Scheduled and coordinated repairs required according to priorities and deadline-dependent issues.
  • Managed budget delegation and monitoring for facility maintenance activities based on priorities.
  • Responded to emergencies by coordinating appropriate resources and services to keep everyone safe.
  • Managed building and system start-up to ensure accomplishment of project goals, specifications and contract requirements.
  • Recruited and mentored new maintenance staff to build workforce and improve performance.
  • Monitored building activities, ensuring proper waste disposal and recycling, updating policies where needed.
  • Designed schedules for deep cleaning facilities, arranging according to work needed, requests and priorities.
  • Managed waste disposal, hazardous chemical management and recycling programmes.
  • Communicated with general managers and facility teams regarding upcoming repairs and projects.
  • Directed vendors, facilities staff, and service providers as required to create efficient and non-disruptive work environment.
  • Provided support and services related to mail and deliveries.
  • Enforced compliance with applicable health, safety and environmental regulations to reduce risks.
  • Built relationships with vendors and contractors to support timely and cost-effective services.
  • Updated tracking system monitoring facilities-related materials, supplies and equipment.
  • Collaborated with other departments to foster efficient use of facility space and resources.
  • Scheduled, coordinated and supervised all facility-related tasks and activities to monitor performance.
  • Negotiated with vendors to secure cost-effective pricing and terms for facility-related services and supplies.
  • Assisted with meetings and conference room reservations.
  • Conducted regular facility inspections to identify repair needs or improvements.
  • Defined and coordinated preventative maintenance plans to support longevity of facility systems and equipment.
  • Collaborated with contractors, vendors and stakeholders to support on-time projects completion.
  • Monitored and enforced budget for all facilities-related activities to reduce unnecessary expenses.
  • Managed and coordinated all facilities maintenance and repair projects within time and budget constraints.
  • Negotiated contracts with vendors to obtain favorable and cost-effective terms and conditions.
  • Established and maintained relationships with external vendors for prompt restocking of needed items and supplies.
  • Oversaw annual budget to handle supply, labor and maintenance needs.
  • Oversaw building automation system and monitored HVAC, security and audio-visual systems, maintaining functionality of equipment.
  • Developed and oversaw budgets for facilities and worked within cost restraints.
  • Prepared reports and schedules with accuracy.
  • Maintained facility grounds, equipment and safety compliance.
  • Ordered, maintained and distributed supplies and inventory.
  • Created and implemented operational policies, processes and procedures to keep facilities running smoothly.

Counceller

Appin & NIIT
Guwahati
05.2013 - 08.2015
  • Built and maintained courteous and effective working relationships.
  • Collaborated with team members to achieve target results.
  • Engaged with customers to better understand needs and deliver excellent service.
  • Demonstrated consistent hard work and dedication to achieve results and improve operations.
  • Prepared timely and accurate financial reporting and analysis.
  • Achieved service time and quality targets.
  • Resolved customer queries and problems using effective communication and providing step-by-step solutions.
  • Actively listened to customers to fully understand requests and address concerns.
  • Prepared orders to deliver excellent presentation and quality standards.
  • Handled customer concerns and escalated major issues to supervisor.
  • Organised files to support efficiency and traceability.

Education

Bachelor of Arts - English

Gauhati University
Guwahati

Higher secondary - Arts

Pragjyotish College
Guwahati

Class X -

St fransis Dassisi
Guwahati

MBA - HR and Administrator

Symbiosis
Pune

Skills

Plannerundefined

Timeline

Senior Executive Assistant

Apotex Research Private Limited
02.2019 - Current

Executive Assistant

Hewlett Packard Enterprise
01.2017 - 01.2019

Facility Coordinator & Executive Assistant

Oracle
10.2015 - 12.2017

Counceller

Appin & NIIT
05.2013 - 08.2015

Bachelor of Arts - English

Gauhati University

Higher secondary - Arts

Pragjyotish College

Class X -

St fransis Dassisi

MBA - HR and Administrator

Symbiosis

Similar Profiles

CREATE PROFILE
Nilakshi RajbongshiSenior Executive Assistant