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