Hi, I’m
Prerna Pillai
Executive Assistant
Thane,MH
Summary
Experienced professional with a strong background in executive support. Adept at efficiently managing complex schedules, coordinating meetings, and handling confidential information. Exceptional communication, organization, and problem-solving skills ensure smooth office operations. Committed to fostering team collaboration and achieving results while being adaptable to changing needs and priorities. Known for dependability and resourcefulness, consistently delivering high-quality outcomes.
Overview
10
years of professional experience
Work History
NISHITH DESAI ASSOCIATES
Executive Assistant and Admin Officer
03.2024 - Current
Job overview
- Provided comprehensive administrative support to executives, managing calendars, appointments, and travel arrangements
- Managed reservations and streamlined the check-in/check-out processes, contributing to enhanced operational efficiency
- Coordinated all aspects of travel, including booking flights, accommodations, and transportation for executives and team members
- Managed incoming calls and correspondence through phone, email, and postal mail, ensuring timely and professional responses
- Assisted in budgeting and bookkeeping processes, tracking expenses and preparing financial reports
- Maintained and updated records and databases related to personnel, finances, and office operations
- Monitored office supply inventory, placing orders to ensure availability and cost-effectiveness
- Organized and maintained filing systems for both physical and digital documents, ensuring confidentiality and easy access
- Scheduled and coordinated meetings, events, and conferences, including booking venues and managing logistics
- Developed and implemented efficient office procedures to enhance workflow and productivity
- Responded to inquiries from employees and clients, providing accurate information and assistance
- Managed front office operations, greeting guests and clients and ensuring a welcoming environment
- Prepared presentations and reports with statistical data for executive meetings
- Assisted in vendor management, coordinating services such as office maintenance, supplies, and travel arrangements
- Ensured the proper functioning of office equipment and facilitated repairs as needed
- Maintained a professional office environment, fostering a positive and productive workplace culture
- Handled confidential and sensitive information with discretion and tact.
- Managed executive calendars, scheduling meetings and appointments and coordinating travel arrangements to optimize time.
- Maintained confidentiality with sensitive documents, ensuring proper storage and distribution as needed.
- Processed travel expenses and reimbursements for executive team and senior management group.
SODEXO INDIA SERVICES PVT. LTD - (SIEMENS)
Front Office and Guest Relation Executive
02.2023 - 03.2024
Job overview
- Delivered outstanding customer service by greeting and assisting guests, ensuring a welcoming and professional atmosphere
- Responded promptly to guest inquiries and complaints, demonstrating strong problem-solving abilities and a commitment to guest satisfaction
- Collaborated effectively with housekeeping and maintenance teams to ensure guest rooms met high standards of cleanliness and readiness
- Maintained a clean and organized front office environment through regular inspections and adherence to company standards
- Handled administrative tasks, including phone inquiries, email correspondence, and payment processing with accuracy and efficiency
- Built strong relationships with guests by providing tailored recommendations and addressing their specific needs
- Coordinated special requests and arrangements, consistently exceeding guest expectations
- Analysed guest feedback from surveys and reviews, using insights to recommend improvements in service delivery
- Played a key role in training new staff on front office procedures and systems, promoting a collaborative team culture
VICEROY PROPERTIES LLP.
Sr. Front Office and Admin
04.2022 - 01.2023
Job overview
- Supervised administrative staff and delegated responsibilities to ensure optimal performance
- Managed incoming calls via EPBX (KX-NT600 Series, Matrix) and handled all correspondence, including emails, letters, and packages
- Supported budgeting and bookkeeping processes
- Created and updated personnel and financial records in databases
- Monitored office supply inventory and placed orders as needed
- Submitted timely reports as assigned
- Organized and maintained files and records, ensuring they were up to date
- Collected documents from vendors and coordinated vendor registration
- Processed invoices in the ERP system and followed up with the accounts department until payments were released
- Prepared regular reports on expenses and administrative budgets
- Developed and maintained an efficient filing system for important documents
- Responded to queries from employees and clients
- Managed interactions with local body clients and guests
- Researched advantageous deals and suppliers for office supplies
- Established an efficient documentation and filing system
- Maintained office administrative facilities and ensured the availability of daily necessities to foster a positive work culture
- Specialized in back-office operations, handling inter-office correspondence, confidential mail, quotations, monthly billing, and cheque processing
- Served as a key information resource for administration-related inquiries, overseeing various administrative activities, including stationery stock verification, petty cash management, courier services, and housekeeping
- Managed vendor relationships, overseeing the acquisition, installation, and commissioning of essential equipment (e.g., air conditioning)
- Oversaw the repair, maintenance, and replacement of office equipment, appliances, furniture, and facilities
- Coordinated administrative activities, including procurement, housekeeping, safety, security, and employee induction
- Planned and prepared monthly financial reports to maintain office infrastructure and facilities
- Implemented budgeting and cost control measures
- Ensured timely implementation of projects while managing costs
- Updated monthly attendance and leave records, submitting them to the HR department for payroll processing
- Scheduled interviews, including calling candidates and sending emails
- Coordinated with consultants for various positions, shortlisting candidates, and scheduling interviews
- Sent calendar invites and emails to candidates and interviewers for scheduling purposes
DOMINION DIAMOND INDIA PVT. LTD.
Assistant Manager- Admin and Front Office
11.2017 - 03.2021
Job overview
- Supervised administrative staff and allocated responsibilities to ensure high performance
- Managed agendas, travel arrangements, and appointments for upper management
- Handled phone calls via EPBX (KX-NT600 Series, Matrix) and managed correspondence, including emails, letters, and packages
- Supported budgeting and bookkeeping processes
- Created and updated personnel and financial records in databases
- Monitored office supply inventory and placed orders as necessary
- Submitted timely reports and prepared presentations/proposals as assigned
- Organized and maintained files and records, ensuring they were current
- Managed bookkeeping tasks and issued invoices and checks
- Prepared regular reports on expenses and office budgets
- Developed and organized a filing system for important and confidential company documents
- Responded to queries from employees and clients
- Managed interactions with local body clients and guests
- Maintained the company calendar and scheduled appointments
- Booked meeting rooms as required
- Prepared reports and presentations with statistical data, as assigned
- Scheduled in-house and external events
- Researched advantageous deals and suppliers for office supplies
- Developed and implemented an efficient documentation and filing system
- Ensured the upkeep of office administrative facilities and availability of daily necessities to promote a harmonious work culture
- Specialized in back-office operations, including inter-office correspondence, confidential mail, quotations, monthly billing, and cheque processing
- Acted as an information hub, providing administrative-related information and supervising activities such as stationery stock verification, petty cash management, courier services, and housekeeping
- Managed vendor relationships, overseeing the acquisition, installation, and commissioning of essential equipment (e.g., IT systems, air conditioning)
- Oversaw the purchasing, implementation, and operation of security and surveillance systems
- Managed repair, maintenance, and replacement of office equipment, appliances, furniture, and facilities
- Coordinated administrative activities related to procurement, housekeeping, safety, security, and employee induction
- Planned and prepared monthly financial reports for maintaining office infrastructure and facilities
- Implemented budgeting and cost control measures
- Assisted in project management, cost optimization, and business expansion initiatives
- Ensured timely implementation of projects while managing costs
- Updated monthly attendance and leave records, submitting them to the HR department for payroll processing
NIFSE
Front Office and Admin Executive
12.2015 - 10.2017
Job overview
- Answer all incoming calls and redirect them or keep messages
- Keep the front desk tidy and presentable with all necessary materials (pens, forms, paper, etc.)
- Receive letters, packages, etc., and distribute them
- Prepare outgoing mail by drafting correspondence, securing parcels, etc
- Check, sort, and forward emails
- Keep updated records and files
- Take up other duties as assigned
- Looking after the repair and maintenance of the Printer, Xerox, and Vending machines
- Coordinating with Vendors for resolving problems of office gadgets
- Handling Travel desk, like Booking Railway Tickets, Domestic and International Flight Tickets for managers and directors
- Giving orders for stationery stock
- Giving advertisement in Newsletters for admission and articles
- Updating Monthly Attendance and leave records and submit to HR department for salary process
- Complaint handling of all the Gadgets/ Renewing Gadgets AMC
- Maintain good relationship between Vendors
- Updating Meeting planner in outlook for Director
- Handling Petty Cash for office Expenses
- Maintaining Inventory records
- Coordinate with candidate for admission
- Monthly Admin Cost report to Director
- Maintaining Checklist of Drivers & Office Assistants
- Taking care of Hotel Booking
- Maintaining Mobile & Petrol Perks monthly
- Maintaining Records of Company Assets under Administration
- Executive Search for all departments
- Track office supply inventory & approves supply orders
- Preparation of Admin Budgets & Expenses
- Checking out Credit card statements with valid documents supports it
- Good knowledge of MS Office, Excel, and Word
- Good organizational and multitasking abilities
SATYAM FORD
Front Office Executive
05.2015 - 11.2015
Job overview
- Handling Calls and Transferring calls
- Maintain Diary, arrange meetings and Appointments, and provide reminders
- Receive letters, packages, etc., and distribute them
- Manages Team Members
- Develop and carry out an efficient documentation and filing system
Education
Yashwantrao Chavan Maharashtra Open University , Mumbai
Bachelor in Commerce from Banking And Finance
06-2022
Skills
- Executive Support
- Administrative Support
- Office Management
- Strong Problem Solver
- Schedule & calendar planning
- Office Administration
- Meticulous attention to detail
- Information confidentiality
- Travel Arrangements
- Staff Management
- Phone Etiquette
- Quality Control
- Time Management
Work Preference
Work Type
Full TimeWork Location
On-SiteRemoteHybridImportant To Me
Work-life balanceCompany CultureFlexible work hoursLanguages
English
Advanced (C1)
Marathi
Advanced (C1)
Hindi
Advanced (C1)
Timeline
Executive Assistant and Admin Officer
NISHITH DESAI ASSOCIATES
03.2024 - Current
Front Office and Guest Relation Executive
SODEXO INDIA SERVICES PVT. LTD - (SIEMENS)
02.2023 - 03.2024
Sr. Front Office and Admin
VICEROY PROPERTIES LLP.
04.2022 - 01.2023
Assistant Manager- Admin and Front Office
DOMINION DIAMOND INDIA PVT. LTD.
11.2017 - 03.2021
Front Office and Admin Executive
NIFSE
12.2015 - 10.2017
Front Office Executive
SATYAM FORD
05.2015 - 11.2015
Yashwantrao Chavan Maharashtra Open University
Bachelor in Commerce from Banking And Finance
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