Nilanjana Chakraborty Parmar
Mumbai,MH
Summary
Accomplished administrative professional offers expertise in calendar management, travel arrangements, document preparation, and event coordination. Leverages strong organizational and multitasking, to successfully manage multiple projects with tight deadlines. Highly proficient in MS Office Suite, and CRM tools with proven track record of delivering high-quality results. Detail-oriented professional with experience in records management, Microsoft Office, and customer service. Frequently praised as hard-working by peers, Team can be reliable on to achieve its goals. Office Support Professional with several years of experience providing exceptional administrative and customer service support. Skilled in managing daily office operations, including scheduling, data entry, filing, and record keeping. Expertise in providing administrative support for daily processes and activities in a corporate environment. Seeking to utilize excellent communication, interpersonal, and organizational skills to complete tasks. Reliable with a good work ethic and the ability to quickly adapt to new tasks and environments. Reliable worker with excellent communication, time management, and computer skills. A driven and detail-oriented individual with a desire to use analytical and problem-solving skills to meet goals. Highly organized and detail-oriented worker, with a drive to exceed expectations. Ability to analyze data, develop strategies, and provide solutions to complex problems. Seeking to leverage skills and knowledge to contribute to team success.
Overview
9
9
years of professional experience
5
5
Languages
Work History
Executive Assistant to CEO
SECUTCH AUTOMATION (INDIA) PVT LTD
Mumbai, MH
02.2024 - Current
- Prepared and edited presentations on behalf of executives for both internal meetings and external conferences.
- Upheld strict timetables by maintaining accurate, balanced calendars.
- Proactively identified areas requiring attention or improvement aligning priorities effectively in line with executive preferences.
- Managed executive calendars, scheduling meetings and appointments and coordinating travel arrangements to optimize time.
- Enhanced productivity by organizing travel arrangements and coordinating accommodations for executives.
- Provided professional administrative support during board meetings, including agenda preparation and minute-taking duties.
- Created and managed office systems to efficiently deal with documentation.
- Handled logistics, catering, agendas and travel arrangements for meeting and event planning for board of directors, president and executive vice president.
- Filed paperwork and organized computer-based information.
- Developed and maintained automated alert systems for important deadlines.
- Streamlined executive communication by managing emails, phone calls, and scheduling appointments.
- Answered high volume of phone calls and email inquiries.
- Updated and maintained confidential databases and records.
- Screened calls and emails and responded accordingly to support executive correspondence.
- Handled confidential and sensitive information with discretion and tact.
- Took notes and dictation at meetings.
- Organized and coordinated conferences and monthly meetings.
- Screened calls and emails and initiated actions to respond or direct messages for managers.
- Coordinated events for staff members, promoting team-building activities and boosting morale within workplace.
- Managed office inventory, tracking supplies and placing orders to ensure smooth daily operations.
- Greeted arriving visitors, determined nature and purpose of visit and directed individuals to appropriate destinations.
Executive Assistant to General Manager
EIH LTD - Unit The Oberoi Hotels
Mumbai, MH
01.2023 - 01.2024
- Enhanced executive''s productivity by effectively managing calendars, scheduling meetings, and handling correspondence.
- Transcribed meeting minutes to support sales, business development and senior management teams.
- Provided administrative assistance during periods of increased workload or staff absences, maintaining consistent levels of productivity across all tasks at hand.
- Prepared meeting agendas and materials to ensure productive discussions among attendees.
- Supported event planning activities for company functions, contributing to successful outcomes.
- Coordinated travel arrangements, accommodations, and itineraries for executives, resulting in seamless business trips.
- Screened phone calls, emails, mail and visitors to route and resolve information requests.
Administrative Executive / Executive Assistant to MD
Janis Care Pvt Ltd
09.2021 - 01.2022
- Generated daily, weekly, monthly performance reports on key metrics for review by senior management
- Answered incoming calls, responded to inquiries from customers and directed calls appropriately
- Coordinated with vendors for the procurement of supplies and equipment in accordance with budgetary limits
- Organized schedules by inputting calendar events and adjusting times as needed
- Briefed executives on upcoming agenda to optimize management preparation
- Developed effective communication strategies between departments to ensure smooth operations across the organization
- Mediated communication between executives and clients for enabling clarity and tact
- Provided administrative support to executive-level staff, including scheduling meetings and managing travel arrangements
- Compiled data into organized reports using advanced Excel functions such as pivot tables, vlookup formulas and macros
- Arranged for employee onboarding by scheduling training and organizing training material
- Prepared agendas, set up catering, and sent invites for luncheons, board meetings, and appointments
- Made travel arrangements for executives.
Fleet Travel Executive / Executive Assistant to GM
Tomini Shipping Pvt Ltd
02.2020 - 12.2020
- Leveraged knowledge of domestic and international destinations for effective planning of itineraries
- Established partnerships with external vendors to provide additional services such as visa processing or currency exchange
- Ensured quality assurance through regular follow-up surveys after completion of a trip
- Provided support for travelers during their trip by handling any issues that may arise
- Compiled detailed reports regarding the success of trips along with associated costs incurred
- Maintained travel records, ensuring accuracy of bookings and cost control
- Demonstrated ability to develop and implement travel strategies to meet company's needs
- Developed standard operating procedures related to travel operations and management activities
- Developed relationships with vendors to negotiate discounts on airfare, hotels, car rentals
- Monitored airline regulations and policies to ensure compliance with applicable laws and regulations
- Answered travel questions from internal and externals about destinations, pricing and flight schedules
- Created itineraries for seafarers based on interests, budgets, and availability
- Collaborated with hotel and restaurant services to provide custom experiences for clients
- Listened to concerns and complaints from Seafarers and promptly addressed issues
- Researched and recommended package deals and special offers
- Entered travel sales data into agency database to maintain financial and sales records
- Followed up with seafarers after trips to confirm travel satisfaction
- Recorded and maintained information on clients, vendors, and travel packages
- Provided detailed information about visas and passport requirements
- Managed all aspects of travel planning for clients, including researching and booking flights, hotels, car rentals, and activities
- Computed cost of travel and accommodations, and quoted package tour costs.
Front Desk Executive & Executive Assistant
Vivanta By Taj President
02.2018 - 01.2020
- Provided administrative support services such as preparing reports, transcribing meeting minutes, conducting research
- Exhibited strong organizational skills to manage multiple projects simultaneously
- Demonstrated proficiency in calendar management, scheduling and coordinating executive-level meetings
- Developed and maintained filing systems for confidential documents, emails, spreadsheets and other materials
- Leveraged advanced computer software skills including Microsoft Office Suite to complete assigned tasks efficiently
- Utilized excellent communication skills to liaise between internal departments, external partners and clients as needed
- Managed and organized confidential information to maintain privacy
- Managed executive email accounts by responding to messages and initiating email conversations with colleagues
- Proofread and edited executive documents and communications
- Efficiently managed incoming and outgoing calls while exercising discretion when handling sensitive information
- Coordinated executive calendar by scheduling meetings with appropriate parties and confirming availability
- Resolved customer inquiries or escalated issues accordingly according to established protocols
- Assisted with event planning by making travel arrangements and reserving venues when necessary
- Answered phones, handled calls, and fielded appointment requests to assist supervisors
- Monitored and maintained executive files and records
- Prepared reports for Sales(Spa, Salon and Gym)
- Processed invoices accurately in timely manner according to established guidelines
- Maintained up-to-date knowledge of company policies and procedures to ensure compliance with applicable regulations
- Created purchase orders for office supplies using cost effective methods
- Adhered to security policy to protect employees, guests and visitors
- Updated contact lists on a regular basis for use in email campaigns or other marketing initiatives
- Performed general office duties, such as ordering supplies, maintaining records management database systems and performing basic bookkeeping work
- Managed and maintained executives' schedules
- Read and analysed incoming memos, submissions, and reports to determine significance and distribute to proper staff members
- Attended meetings to record minutes
- Greeted visitors and determined whether should be given access to specific individuals
- Operated scanners to make copies of correspondence and other printed material.
Secretary to Director of Engineering
Taj Mahal Palace and Towers
Mumbai, MH
01.2016 - 01.2017
- Answered incoming calls promptly and professionally, routing messages as needed
- Demonstrated proficiency in Microsoft Office Suite, including Word, Excel, and Outlook
- Greeted visitors warmly upon arrival at office; provided friendly customer service
- Developed and implemented efficient filing systems to organize documents for easy retrieval
- Maintained organized calendar of important meetings and events
- Composed professional correspondence such as letters, memos, emails
- Facilitated requests by answering or referring customer inquiries in person or on telephone
- Maintained office supplies inventory by checking stock and placing orders
- Drafted, proofread, and edited confidential correspondence and documents
- Scanned documents into electronic format for storage in databases or other applications
- Provided administrative support to executive team with excellent attention to detail
- Organized office supplies inventory to ensure timely ordering of materials when necessary
- Covered for receptionist and administrative team members by answering telephone and distributing mail
- Created manual and electronic document files and records, providing up-to-date information or historical reference
- Processed documents and materials, disseminating information in compliance with administrative guidelines
- Responded to inquiries from internal and external parties to facilitate communication or provide direction
- Organized and attended meetings, took minutes, and distributed notes
- Processed incoming mail on a daily basis; distributed accordingly or responded as appropriate
- Reviewed and submitted expense reports for processing
- Compiled data to prepare reports or process requests
- Completed activities and delivered scheduled services to coordinate assigned projects or program components
- Created presentations and reports using PowerPoint to effectively communicate information
- Managed department schedule by maintaining calendars for department personnel and arranging meetings or travel
- Edited drafts of written materials prior to publication ensuring accuracy of content
- Answered telephones to give information to callers, take messages, or transfer calls
- Made copies of correspondence and other printed material
- Operated office equipment, such as fax machines, copiers, and phone systems and arranged for repairs when equipment malfunctions
- Created, maintained and entered information into databases
- Scheduled and confirmed appointments for clients, customers, and supervisors
- Ordered and dispensed supplies to maintain office inventory
- Maintained scheduling and event calendars
- Learnt to operate new office technologies as were developed and implemented (Opera System)
- Maintained timekeeping information and submitted and processed payroll
- Typed and distributed meeting notes and routine correspondence
- Operated electronic mail systems and coordinated flow of information, internally, and with other organizations
- Established work procedures and schedules and kept track of daily work of clerical staff
- Searched to find needed information, using such sources as Internet
- Prepared conference and event materials, such as flyers, and invitations
- Arranged for repairs for office equipment malfunctions
- Opened, routed, and distributed incoming mail to staff members
- Reviewed work completed by other employees to verify proper spelling and grammar
- Mailed newsletters and promotional materials to keep customers up-to-date with company happenings
- Did by others to check for correct spelling and grammar, ensure that company format policies were followed and recommend revisions.
Administrative Head
MT Educare Pvt Ltd
03.2015 - 12.2015
- Organized meetings, conferences and events by coordinating travel arrangements, preparing agendas, taking minutes and managing catering services
- Evaluated vendor proposals and negotiated contract terms based on quality standards and budgetary constraints
- Performed recruitment activities such as posting job ads, screening resumes and conducting interviews
- Trained new staff on office policies and procedures as well as use of software applications
- Supervised team of administrative personnel in completing daily tasks efficiently
- Identified opportunities for process improvement initiatives to optimize efficiency
- Prepared reports using spreadsheet software packages including Excel and PowerPoint presentations
- Monitored incoming and outgoing mail correspondence and ensured timely responses were provided accordingly
- Maintained up-to-date records of employee attendance, leave requests, performance appraisals
- Sorted and documented records for convenience of executive team.
Education
Bachelor's - Political Science and History
DG Ruparel College
Mumbai, Maharashtra05.2012
Bachelor's - Logic, Psychology, Economics
SIES College of Arts and Science
Mumbai, Maharashtra05.2008
Other - All Courses
SIES High School
Mumbai, Maharashtra05.2006
Skills
- Extensive experience with MS Office tools - MS Word, MS PowerPoint, MS Excel
- Knowledge about Zenoti Operating System, Orion Operating System (Basic Knowledge), Divine Beauty Operating System
- Follow up on appointments, Multitasking abilities, Event coordination, Mail Management, Scheduling, Travel Coordination, Schedule Management
- Format Information for internal and external communication memos, emails, presentation, reports, Expense reporting, Report Writing, Mail handling
- Travel arrangements, Time management, Meeting planning, Confidentiality maintenance, Executive support, Administrative Support, Attention to detail, Travel administration
- Executive Schedule Management, Schedule & calendar planning, Multitasking capabilities, Microsoft Office proficiency
Dance, Listening Music, Mehendi, Sketching, Drawing, Reading
Dancing
- Emphasize the skills and attributes developed through dance that are relevant to the job.
- Qualities such as discipline, time management, teamwork, creativity, adaptability, and stage presence.
Drawing and Sketching
- "Skills" or "Creative Skills" have been developed through sketching and drawing have learn to control my emotions and be patient in any situation.
- Managing situation is been learnt through drawing perfect curves and lines.
- Proficient in pencil sketching.
Listening Music
- Listening to music has helped in developing certain soft skills and personal qualities that are relevant for job.
- For Example - Listening Skill, Being Clam, Happy in peer pressure situation.
- Qualities such as creativity, focus, or stress management that have cultivated through enjoyment of music.
Reading
Enjoys exploring a diverse range of literature, including Fiction, Non-Fiction, Love, Romance, Mystery and Horror. Finds inspiration and knowledge through reading, fostering creativity, and continuous learning.
Languages
English
Bilingual or Proficient (C2)
Hindi
Bilingual or Proficient (C2)
Marathi
Advanced (C1)
Bengali
Bilingual or Proficient (C2)
Gujarati
Upper intermediate (B2)
Timeline
Executive Assistant to CEO
SECUTCH AUTOMATION (INDIA) PVT LTD
02.2024 - Current
Executive Assistant to General Manager
EIH LTD - Unit The Oberoi Hotels
01.2023 - 01.2024
Administrative Executive / Executive Assistant to MD
Janis Care Pvt Ltd
09.2021 - 01.2022
Fleet Travel Executive / Executive Assistant to GM
Tomini Shipping Pvt Ltd
02.2020 - 12.2020
Front Desk Executive & Executive Assistant
Vivanta By Taj President
02.2018 - 01.2020
Secretary to Director of Engineering
Taj Mahal Palace and Towers
01.2016 - 01.2017
Administrative Head
MT Educare Pvt Ltd
03.2015 - 12.2015
Bachelor's - Political Science and History
DG Ruparel College
Bachelor's - Logic, Psychology, Economics
SIES College of Arts and Science
Other - All Courses
SIES High School
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