NISHA K T
Bengaluru
Summary
Experienced Executive Secretary & administrative professional with expertise in Calendar Management, Office Administration, Event management, Travel Management, Vendor management & Secretarial Operations.
Overview
14
14
years of professional experience
1
1
Certification
Work History
Executive Secretary
Karle Infra Pvt Ltd
09.2019 - Current
- Providing high-level administrative support to executive team, managing the calendars, coordinating meetings and planning travel arrangements.
- Ensuring productive use of Directors time - by planning meeting duration & managing upcoming meeting schedules in advance.
- Liaison between executive team and internal/external stakeholders, ensuring seamless communication and timely resolution of issues.
- Coordinating logistics for board meetings, external stakeholder visits & Corporate events.
- Providing end to end travel management which includes, flight ticket booking, advising & booking accommodation, FOREX, Issuance of travel insurance, International roaming activation & sub activities.
- Maintaining Directors office records, past travel history, club membership date, Credit card usage & payment & renewal of cards & related activities.
- Experience in handling visa applications & passport renewals for the Directors.
- Handling incoming phone calls, detailed notes and scheduling meetings as necessary. Ensure that messages received via text or WhatsApp are promptly shared with the DO, and take appropriate action as required.
- Maintain clear, concise, and effective communication both verbal and written with department heads (HODs), and key stakeholders to provide / update information received from the DO.
- Access the DO's HRMS to manage and regularize attendance, leaves, and separations for direct reportees.
- Maintain clear and consistent communication with visitors / VIP guests to confirm meeting times and coordinate meeting venues.
- Ensure food and beverage services are arranged for visitors upon arrival or as required. Reserve conference rooms for meetings well in advance to avoid scheduling conflicts.
- Oversee the processing of invoices for all approved expenses, ensuring timely submission and tracking through to payment clearance with the finance team.
- Ensure financial documents requiring Director’s signature, such as cheques, payment authorizations are processed and returned to the finance team promptly.
- Assist the DO with income tax filing by coordinating with HR and finance team members to provide the necessary details for tax declarations and returns.
- Special assigned project by DO - Worked on premium mockup unit interior execution by coordinating with multiple vendors, installations of all bought out items, end to end coordination with vendors from order placing, delivery & payment clearance.
- 13 Years 0 Month of experience
Executive Secretary to Directors office & Travel desk
Karle Homes Pvt Ltd
04.2013 - 01.2018
- Handled complex calendars of three Directors, attended meetings, circulated agenda & recorded minutes. Followup on key actions till closure.
- Handled Travel management of Directors & the employees of the company, booking tickets & accommodations, arranging local & out station transportation in coordination with travel agencies.
- Processed invoices from Travel agents, club memberships, credit card service providers in connection with Directors Office & other stakeholders.
- Planned & arranged consultant travel, their accommodation arrangements & logistics.
Admin Assistant
Ikya Human Capital Solutions Pvt Ltd
06.2011 - 03.2013
- Coordinated & maintained records of office supplies, inventories & monthly purchases.
- Maintained records of Security & Housekeeping staff attendances & coordinated with HR team.
- Handled Inward & outward couriers throughout 26 branch offices.
- Handled Management trainees travel & accommodation in coordination with HR team.
- Worked with HR & Admin team on event management, HOD team meetings & customised corporate gifts etc.
Education
B.B.A/ B.M.S - Management
Sikkim Manipal University (SMU)
01.2013
Skills
- Administration Management
- Secretarial Activities
- Calendar Management
- Event Management
- Travel Management
- Travel Consultant
Certification
- Diploma in Aviation, Hospitality & Travel & Tourism
- Diploma in Travel tourism & Air ticketing
LANGUAGES
English
Kannada
Malayalam
Hindi
Tulu
Timeline
Executive Secretary
Karle Infra Pvt Ltd
09.2019 - Current
Executive Secretary to Directors office & Travel desk
Karle Homes Pvt Ltd
04.2013 - 01.2018
Admin Assistant
Ikya Human Capital Solutions Pvt Ltd
06.2011 - 03.2013
B.B.A/ B.M.S - Management
Sikkim Manipal University (SMU)
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