Summary
Overview
Work History
Education
Skills
PORTFOLIO
Timeline
Generic
Pooja Amit Patil

Pooja Amit Patil

Vasai West

Summary

  • Administrative professional specializing in calendar management and event planning. Demonstrated success in enhancing operational efficiency through effective communication and problem-solving. Skilled in coordinating travel arrangements and supporting executive teams, ensuring seamless business operations and stakeholder engagement.

Overview

11
11
years of professional experience

Work History

Sr. Executive - Administration/Administrative HR Assistant

Indian Oil Total Pvt Ltd
Mumbai
08.2024 - 06.2025
  • Calendar management.
  • Hotel and flight bookings.
  • Office Management.
  • Event planning and execution.
  • Coordinating with the department to ensure compliance with company policies.
  • Assisting with the ongoing training and development of team members.
  • Collaborated with other departments to ensure cohesive business operations and effective communication.
  • Maintained an organized calendar covering team meetings, trips, and appointments.
  • Implemented and maintained filing systems, ensuring efficient organization and retrieval of documents.
  • Acted as the first point of contact for visitors, providing a professional welcome, and directing them appropriately.
  • I sat in on meetings, hearings, and conferences to document activities.
  • Helped staff with special projects by setting up schedules and organizing resources.
  • Collating data from teams, and ensuring reports are sent out on time.
  • Maintaining SOW trackers.
  • Send out weekly meetings.
  • Follow up with the team on weekly action plans.
  • Organized corporate events, including conferences and dinners, to enhance company culture and stakeholder engagement.
  • Connected with professionals in outside offices and distant locations to coordinate work.
  • Sourced vendors for supply, office equipment, and facilities maintenance needs.
  • Monitored inventory of office supplies, and placed orders when necessary to avoid disruptions.
  • Developed and maintained administrative processes to improve efficiency and support the executive team's productivity.
  • Arranged supplies and spaces for staff meetings and trips.
  • Coordinated office maintenance and repair work to ensure a safe and pleasant working environment.

Executive - Administration

Dharma Cornerstone Agency
Mumbai
03.2022 - 07.2024
  • Provided administrative support to executives including fielding telephone calls, responding to emails and scheduling meetings.
  • Coordinated office operations and maintained efficient workflow across departments.
  • Managed scheduling and logistics for meetings and company events.
  • Organized and maintained electronic filing systems for easy access to documents.
  • Supported budget tracking by processing invoices and expense reports.
  • Trained new staff on administrative procedures and office protocols.
  • Developed standard operating procedures to improve administrative efficiency.
  • Processed purchase orders for office supplies, equipment and services as needed.
  • Scheduled and coordinated meetings and travel arrangements for staff.
  • Assisted with preparation of budgets for various projects; monitored expenses against budget allocations.
  • Developed and implemented procedures to streamline workflow processes in the department.
  • Answered and routed phone calls and emails, always maintaining confidentiality.
  • Maintained confidential files related to personnel matters and sensitive business information.
  • Gathered information, scanned records and maintained confidentiality of electronic data.
  • Coordinated and managed event-planning logistics, budget administration and team oversight.

Office Administrator

Banijay Asia - Salman Khan Television
Mumbai
07.2018 - 02.2022
  • Organised and minuted meetings, ensuring accurate record-keeping and follow-up on action points.
  • Handled incoming calls and emails with warmth and professionalism, redirecting enquiries to relevant staff.
  • Provided high-level administrative support to executive teams, aiding smooth department running.
  • Acted as the first point of contact for visitors, providing a professional welcome and directing them appropriately.
  • Implemented and maintained filing systems, ensuring efficient organisation and retrieval of documents.
  • Handled confidential documents and information with discretion, upholding the privacy and security of the organisation.
  • Facilitated communication between senior management and staff, promoting an open and efficient workplace environment.
  • Maintained organised calendar covering team meetings, trips and appointments.
  • Scheduled and confirmed appointments for clients, customers, and executives to maximise time management.
  • Coordinated office maintenance and repair works to ensure a safe and pleasant working environment.
  • Managed diaries and organised meetings and appointments for senior executives to optimise their schedules.
  • Coordinated international travel arrangements, including flights, accommodation, and itineraries, for senior executives.
  • Managed complex diaries and organised appointments to optimise executive schedules efficiently.
  • Monitored inventory of office supplies and placed orders when necessary to avoid disruptions.
  • Monitored office supplies and negotiated with suppliers to secure cost-effective contracts.
  • Implemented and maintained filing systems, ensuring easy access to critical information and compliance with data protection regulations.
  • Delivered presentations to senior management, effectively communicating key information and recommendations.
  • Demonstrated outstanding organisation and time-management skills to prioritise and deliver essential work to deadlines.
  • Liaised with staff, suppliers, and clients to foster positive relationships and streamline communication.
  • Collaborated with other departments to ensure cohesive business operations and effective communication.
  • Arranged supplies and spaces for staff meetings and trips.
  • Assisted associated departments with clerical and administrative support.

Front office/Administrative Coordinator

Sojitz India Pvt Ltd
Mumbai
03.2014 - 06.2018
  • Answered phone calls, provided information and connected callers to appropriate personnel.
  • Greeted visitors in a courteous manner and directed them to the appropriate office or person.
  • Maintained accurate records of employee attendance, vacation requests, absences.
  • Managed incoming mail distribution and outgoing courier services.
  • Processed invoices from vendors in a timely manner according to company policies.
  • Developed successful filing system to increase ability to retain and recover documents, reports and records.
  • Ordered office supplies as needed to maintain adequate inventory levels.
  • Provided administrative support to various departments within the organization.
  • Implemented process improvements to streamline administrative functions across the organization.
  • Maintained document management system for easy access and retrieval of records.
  • Organized company events and logistics, ensuring smooth execution of schedules.
  • Managed calendar scheduling and meeting arrangements for executive leadership team.
  • Facilitated communication between departments to enhance workflow efficiency.

Education

Bachelor of Arts - Art History

St. Xavier's International University
06-2007

Diploma - Diploma in Aviation, Hospitality And Tourism

Frankfinn Institute of Air Hostess Training
Mumbai
06-2006

Skills

  • Calendar management
  • Event planning
  • Office management
  • Document control
  • Expense management
  • Communication coordination
  • Vendor management
  • Project coordination
  • Team collaboration
  • Problem solving
  • Customer service
  • Time management
  • Confidentiality management
  • Training support
  • Travel administration
  • Executive support
  • Office administration
  • Microsoft Office
  • Document management
  • Event coordination
  • Diary management
  • Meeting planning
  • Appointment scheduling
  • Schedule management
  • Travel arrangements
  • Data confidentiality
  • Email handling

PORTFOLIO

www.linkedin.com/in/pooja-patil-6060a6265

Timeline

Sr. Executive - Administration/Administrative HR Assistant

Indian Oil Total Pvt Ltd
08.2024 - 06.2025

Executive - Administration

Dharma Cornerstone Agency
03.2022 - 07.2024

Office Administrator

Banijay Asia - Salman Khan Television
07.2018 - 02.2022

Front office/Administrative Coordinator

Sojitz India Pvt Ltd
03.2014 - 06.2018

Bachelor of Arts - Art History

St. Xavier's International University

Diploma - Diploma in Aviation, Hospitality And Tourism

Frankfinn Institute of Air Hostess Training

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Pooja Amit Patil