Summary
Overview
Work History
Education
Skills
Accomplishments
Additional Information
Software
Interests
Timeline
Generic
ROOPSI KAPOOR

ROOPSI KAPOOR

Manager, Executive Assistant
Noida

Summary

Wear multiple hats and be 1 step ahead of the game. Meticulous, task driven Executive Management Professional with 15+years of experience, willing to obtain a diversified senior position in a reputable organization. I am a consummate professional in all my operational duties and then goes above and beyond expectations to support my team and my mission. Enjoy working at mission-driven, results-driven and community oriented organizations. Play a vital role to support MD & work as an ear & eye, sometimes advice and advocate and act as a shield to my boss and when approach is too pushy, politely decline or refuse. Can work under pressure to handle a wide variety of activities and confidential matters with discretion. Ability to work independently frees up the MD's time to focus on the needs of the business, which is my greatest value to any executive.

Overview

16
16
years of professional experience
3
3
Languages

Work History

Manager, Executive Assistant

Sinch India
Noida
05.2019 - Current
  • Meticulous control, coordinate complex scheduling and extensive calendar management, assist by performing variety of administrative tasks, coordinate meetings and flow of information to senior executives, as assigned.
  • Maximize CEO's time and office productivity, expanded way beyond arranging Calendar & being more proactive in face of changing priorities. Handle correspondence on CEO’s behalf and filter Emails, understand the administrative systems, across the business.
  • Sync up with Swedish & other global stakeholders for a variety of tasks, communications, agendas, monthly business reviews, and serve as a liaison to the board of directors and senior management teams.
  • Developed ability to delegate, use emotional intelligence depending on complexity of issue, and maintain realistic balance among multiple priorities.
  • Prepared briefing document for external meetings with clients, partners, vendors, business or any to give MD heads-up of what needs to be discussed during meeting and time required for same.
  • Established common share point link for all Sinch India BU heads to share and keep all presentation and reference materials in one location accessible to CEO and MD.
  • Work closely on business plan & budget to establish growth expectations and new line businesses.
  • Redefined monthly team dinner to quarter business plan presentation followed by drink & dine, just to deliver a rich experience and to make them understand the importance of quarter business reviews.
  • Being prudent & cost conscious on MD office budget spend and ensure other financial approvals are going to the right cost center/departments.
  • Attend meetings on behalf of CEO, keep notes and act as representative, when required.
  • Proficient in Microsoft office / Gsuite tools, adobe acrobat, and social media web platforms.
  • Ability to maintain utmost discretion and confidentiality with sensitive company information.
  • Developed own capacity to delegate, adhere to emotional intelligence depending upon complexity of issue, maintain realistic balance among multiple priorities. Prioritize and follow up on incoming issues and address concerns to CEO.
  • Plan and organize meetings/monthly Quarterly, half Yearly reviews along with Minutes and followed by updates.
  • Manage CEO's complex travel plans, itineraries, and compilation of travel-related dockets. Ensure all travel arrangements are being done on time.
  • Accurate monthly bank statements provided to Financial Advisor by every quarter in specified format.
  • Provide data for monthly investment portfolio & verify P&L and balance sheet in a pre-defined format with financial advisor. Accurate information flow of existing loan accounts to the financial advisor on a quarterly/half-yearly basis.
  • Cross check all documents adhere to approval (physical/soft). Double cross-check docs when giving approval on behalf of CEO.
  • Effective document and record management - timely updating of all records. Files are established as required with accurate labeling, regular reminders of all unattended documents.
  • Responsible for Banking and Funds Management, ensure sufficient funds are maintained in various bank accounts, Interest should be credited from sources as per timeline, international and domestic fund transfers, review and release online/offline payments.
  • Update monthly bank suspense entries, statements, credit card statements, credit card claims to be submitted on time after verifying all the bills & entries.
  • Keep a track of all the Investments, mutual funds, demat accounts, capital gains, as well as liaise with Banks & advisor for account related queries.
  • Determines appropriate course of action, referral, or response.
  • Provides bridge for smooth communication between CEO and other stakeholders.
  • Regular Reminder on unattended issues or pending tasks.
  • Secure information by completing database & backups.
  • Act as point of contact and provide general support for internal and external communication.
  • Willingly providing back‐up support to co‐workers.
  • Exhibits sound judgment and ability to make reasonable decisions in absence of direction
  • Swiftly refers problems/issues to appropriate person when necessary.

Executive Assistant to CGO

Zee Entertainments Enterprises limited
Noida
09.2018 - 05.2019
  • Maintain & manage the entire calendar, schedule &coordinate external & internal meeting requests, and keep a follow up to calendar invites etc.
  • Optimize travel schedules - Plan, coordinate and organize CGO stay in a manner to ensure a successful trip like ticket booking, seat blocking, hotel reservations, foreign exchange, visa, etc. Ensure to put their travel claims on time to complete the process of payments & errors.
  • Monitor online approval requests and assist branch head and CGO in online approval processing in a timely manner like PMS, Leaves, ODs, Mails, workflow & document approvals etc.
  • Check all Bills related to client entertainment, complete supporting docs, HOD approval and to branch head approvals.
  • Attend and maintain MOM for Monday morning meeting for North Branch and rigorously follow up for closure of MOMs pointers.
  • Maintain confidentiality about Branch, Branch head and CGO schedule and official meetings too.
  • Keeping Record for their online CTC reimbursement’s part, claims, Payment received / not received.
  • Maintain & organize files and documents, maintain & take care of Medi-claim enrolls & Tax Declarations activities.
  • Do approve workflow claims on behalf of Branch Head & CGO. (Give approvals by checking bills, date, amount, client & agency names along with supporting & send back claims at times when need clarifications).
  • Give support to Branch Head & CGO for overall better grip on their day-to-day tasks related to Ad-HOC activities.
  • Share Monthly Team Travel Tracker update to Branch Head & CGO.
  • Circulate Print monitoring to North branch region heads for advertisements follow ups.
  • Closely work with all sales heads and employees in north branch in alignment with CGO and Branch head.
  • Closely work with HR and administrative team to engage north branch employees in activities like: -Cultural activities, sports day/ festive celebration / employee birthday arrangements/external events, etc. Also involve them in positive working culture, Plan events related to mass meetings, booking and food arrangements.
  • Taking care of Internal event Invitations via mail / couriers.
  • Maintain with team across office, from information to implementation at work.
  • Maintain Client & Agency Database & update changes accordingly as when required.
  • Keeping a track on birthday bouquets for North Top management from client & agency's side, birthday wish mails to client & agency people on behalf Branch Head.
  • Maintain the cabin premises & organize their room for Branch Head & CGO.
  • Taking the lead on miscellaneous initiatives & be the inner circle assistant spot and maintain it.
  • Interview line ups, Guests, and their arrangements (tea, coffee / lunch).
  • Internal office communication (internal meetings, task targets, announcements, guidelines, info, etc.
  • Swiftly refers problems/issues to appropriate person when necessary.

Executive Assistant to Chairman

Airwave International Pvt Ltd
Noida
12.2014 - 03.2018
  • Prepared and edited correspondence.
  • Conducted research & Prepared reference materials.
  • Collected and analyzed data to prepare reports and documents.
  • Managed and maintained executive’s scheduled.
  • Appointments and travel arrangements.
  • Managed Hospitality & public relations.
  • Arranged and co-ordinate meetings and events.
  • Booked venues and scheduled speakers for external conferences.
  • Researched vendors (catering, decorators, musicians etc.) and choose best combination of quality and cost.
  • Negotiated with vendors to achieve most favorable terms.
  • Done final checks at day of meeting/conferences/events (e.g., tables, technology) to ensure everything meet standards.
  • Managed invitations and arrangements.
  • Recorded and distributed minutes of meetings.
  • Monitored, screened, responded and distributed incoming communications.
  • Received and interacted with incoming visitors.
  • Liaised with internal staff at all levels.
  • Interacted with external clients.
  • coordinated project-based work.
  • Supervised and trained lower-level staff.
  • Knowledge of QuickBase& Oracle in ERP.
  • Understand requirements for each event
  • Handled HR activities – On boarding & Off boarding process,
  • Conducted Candidates interviews.
  • Handled ARC policy – Acknowledgment Recognition Celebration.
  • Internal & External Events.
  • Planed event with attention to financial and time constraints.

Executive Assistant to GCFO

Videocon Telecommunications Limited
Gurgaon
08.2008 - 01.2011
  • Provided high-level administrative support by conducting research,
  • Handled information requests, performed verity of functions such as preparing correspondence, received visitors, arranged conference calls, Scheduled meetings.
  • Made travel arrangements for executives, Compile, transcribe, and distribute minutes of meetings.
  • Trained and supervised lower-level clerical staff, conduct research, compile data, and prepare papers for consideration and presentation by executives, committees, and boards of directors.
  • Managed and maintained executive's schedule, open, sort, and distribute incoming correspondence, including faxes and email, Visitor greetings, food & accommodation arrangements, Research services, competitors, and target markets.
  • Simultaneously was working on 2nd profile as Executive in SCM department
  • Supplier, Site ID, TDS details, Purchase Orders & Amendment in ERP system, Excel PO & Purchase requisition, Follow-up and maintain the records of project for Purchase Requisition.
  • Procurement for office utility products with Specialization in ADMIN Procurement, Procurement activities for Corporate Office and Circle Offices, Buyer function in Oracle ERP, Rate comparison and negotiation and PO processing.
  • Vendor follow-up for on time deliveries, Contract management related to ADMIN/HR services & office utility services, Vendor Management (including Payment Processing).
  • NFA New Vendor Development & Vendor Negotiation.
  • Plan event with attention to financial and time constraints.

Sr. Management Executive

LEE DOORS Event Management
Delhi
06.2006 - 07.2008
  • Coordinated & planned special events, Activities to enhance communications program.
  • Scheduled & maintained communication with speakers, Vendors & participants.
  • Coordinated & monitored events timeline.
  • Coordinated participation in charitable contribution campaigns, Promotional Activities, distribute currents listening & upcoming brands & companies.
  • Reviewed contents on website & prepare documents for staff, Charities events, Wedding Planner (From wedding card to honeymoon package).
  • Coordinated & communicated for Production resources.
  • Checked copyrights & Permission issues.
  • Ensured royalties are paid for additional images, videos & footage used.
  • Dealt with artist payments, expenses, produce budget, monitor costs, and control expense.
  • Planed and scheduled shoots for studios & outdoor locations
  • Liaised with camera & sound crew.
  • Booked artists and performers
  • Booked catering, accommodation, and equipment’s,
  • Conducted research and complete all paperwork in relation to all above tasks.

Education

BBA -

Swami Vivekanand Subharti University
Noida
01.2021 - Current

Skills

    Strategic planning

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Accomplishments

Ø Won "EA of the year 2022 " award by UBS Forum.

Ø Raised Ukraine crisis relief funds and planned how to best support individuals whose lives have been turned upside down by war.

Ø Initiated for diwali corporate gifting begins with vendor selection and progresses through comparison, negotiation, finalization of the vendor, production, QC, dispatch, and successful delivery.

Ø Initiated office lunch/leftover food donations to shelters and orphanages.

Ø Personalized birthday emailers to employees and top customers on behalf of MD.

Ø I've grown into the role at my own pace, attempting to learn more and more each day. I do not have any financial or accounting certifications, but over time I have learned and developed the following skills:

o Manage domestic and international remittances, bank suspense entries, statements, credit card statements, credit card claims, and release and manage all online/offline banking payments for individuals and corporate accounts.

o REITs and interest credits on all investments, mutual funds, Demat accounts, TDS, redemptions, capital gains, as well as liaise with banks and advisors on account-related queries.

o Loan applications, OD limits, redemptions, car loans, new bank accounts, and account closures.

o Prepare expense data for the Financial Advisor in specified format for monthly portfolio and monthly accounting MIS and ensure personal MIS data (P&L and balance sheet) is accurate and in pre-defined format.

Ø Initiated and re-defined the entire concept of a quarterly Sinch spotlight event, a leadership talk series, and executed the show in two months. Our first speaker was Sauvik Banerjjee, former CTO of Tata Digital.

Ø The first offsite sales meeting after the pandemic was held in Goa. Our CEO, Mr. Sanjay Krishna Goyal, rewarded me with a cash prize. We provided a pleasant experience of a successful event for 60 sales employees across India just in 26 days. Everything from macro to micromanagement is handled by me.

Additional Information

Ø 1-year Mass Communication from NRAI & Delhi Film Institute.

Ø Production, Direction, Event management, Acting, Modelling, Anchoring, News anchoring, radio Jockey,).

Ø Learnt different forms of Dance like Jazz, Street jazz, hip hop, Modern Contemporary & Indian (SDIPA) Shiamak Davar institute of performing arts.

Ø SDIPA as a Dance Performer from 2004 to 2006

Ø I was working with Shiamak Davar and performing arts. I was one of the best performers of the team. Got promoted from Beginners to SPB 1 directly within six months’ time. Have done commonwealth games show closing ceremony in Australia, Melbourne 2006.

Ø Won dance performance in 2000.

Ø Jumped 2 years course of SDIPA (ShiamakDavar Institute of Performing arts) from beginners to SPB (Special Potential Batch)

Ø Done Commonwealth games Show in Australia, Melbourne with Aishwarya Rai, Rani Mukhjerji & Saif Ali Khan in 2006.

Ø Done many print brands like Nokia, Bata, Airtel, Plum, Tanishq, Monster.com, Levis, IJS, Rohit Bhalla & Masaba Gupta’s show, Star Plus, Demart, Fucshia, Red Passion, monster.com, levis, l’oreal, etc.


Software

Quickbase

Oracle

G-suite

Salesforce

Adobe Acrobat

Advance Outlook

Interests

Coocking

Knitting & Crochet

Dance

Reading

Timeline

BBA -

Swami Vivekanand Subharti University
01.2021 - Current

Manager, Executive Assistant

Sinch India
05.2019 - Current

Executive Assistant to CGO

Zee Entertainments Enterprises limited
09.2018 - 05.2019

Executive Assistant to Chairman

Airwave International Pvt Ltd
12.2014 - 03.2018

Executive Assistant to GCFO

Videocon Telecommunications Limited
08.2008 - 01.2011

Sr. Management Executive

LEE DOORS Event Management
06.2006 - 07.2008
ROOPSI KAPOORManager, Executive Assistant