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

ROOPSI KAPOOR

Executive Assistant (Sr. Business Assistant)
Noida,UP

Summary

Dynamic and highly experienced Senior Business Assistant with 18+ years supporting C-suite executives and managing complex office operations. Adept at calendar management, project coordination, stakeholder relations, and event planning. Proven ability to deliver high-quality executive support while managing confidential information, travel logistics, and cross-functional communication across diverse, global teams.

Overview

19
19
years of professional experience
3
3
Languages

Work History

Sr. Business Assistant

Sinch India
Noida
05.2019 - Current
  • MD Office Time & Productivity Management: Proactively manage the MD's calendar and tasks, implementing a structured, color-coded system to organize daily and weekly activities. Ensure optimal focus on business expansion by aligning schedules with shifting priorities and facilitating strategic planning. Efficiently handle meeting, travel, and event coordination, minimizing conflicts and adapting to changes to achieve business goals.
    Business Travel & Accommodation: Oversee comprehensive travel arrangements including flight and hotel bookings, boardroom reservations, visa processing, and client meeting schedules, adhering to the MD's preferences.
    Record Keeping: Maintain and organize electronic records of crucial MD office information for easy access and retrieval.
    MD's Email Screening: Prioritize and manage the MD's email correspondence, decluttering the inbox to highlight key communications and marking emails attended on behalf of the MD.
    Approval Matrix: Provide approvals for various business units on behalf of the MD, adhering to strict processes for document and claim approvals, including banking transactions.
    MD Office Communication: Manage internal and external communications for the MD's office, including meeting minutes, business plans, leadership updates, and group discussions.
    Briefing Documents: Prepare and share templates for vendor, partner, and client meetings to set clear expectations for outcomes.
    Foster Collaboration: Lead and coordinate projects to support the MD, working with domain experts to identify and pursue business growth opportunities.
    New Product Launches: Collaborate with stakeholders to plan and execute events introducing new Sinch products, ensuring a seamless process from ideation to launch.
    LinkedIn Branding & PR Support: Enhance the MD's LinkedIn presence through strategic planning, content creation, and network engagement, while managing PR activities by collaborating with marketing and PR agencies for interviews, trend coverage, and press releases.
    Budget Management: Manage MD office budget, ensuring expenditure aligns with financial guidelines. Actively monitoring spending patterns for strategic budget planning for the current and following year while maintaining a contingency buffer.
    Special Projects: Drive and manage special projects through systematic planning and execution, ensuring alignment with defined objectives and success criteria.
    Advisory Board Committee: Manage connections with potential advisors, coordinate payroll, organize meetings, maintain records, and facilitate consistent communication among board members.
    Product Council: Coordinate monthly Product Council meetings with Sinch India stakeholders to develop strategies and roadmaps for Sinch India products.
    Corporate Gifting: Oversee corporate gifting for top clients and partners, from vendor selection and negotiation to production, quality control, and delivery.
    Events & Collaborations:
    Swedish Chamber Events: Coordinate with stakeholders and employees to ensure active participation in Swedish Chamber events, maximizing the use of membership benefits.
    Annual Operating Plan (AOP) Offsite: Organize and facilitate a kick-off session and a two-day offsite event, ensuring alignment with the MD’s expectations and performance goals.
    Sales Meet Offsite: Plan and execute 3-day domestic/international offsite events for sales teams, including facilitating business objective sessions, networking dinners, award ceremonies, and team-building activities.
    Stakeholder Management:
    Indian Leadership Team: Plan and schedule virtual and in-person meetings based on MD's guidance, focusing on market trends and opportunities. Improve operational efficiency and productivity by coordinating tasks, handling communication, and business reviews while serving as a liaison to senior management.
    Global Leadership Team: Provide comprehensive support for their visits to India, managing all aspects of planning and scheduling meetings with Indian leadership teams, clients, events, accommodations, and travel. Maintain full control over their meeting and stay itinerary to ensure a seamless experience.
    Business Reviews:
    Quarterly Business Reviews (QBRs): Plan and execute comprehensive assessments of company performance, including pre-event dry runs and follow-ups with leadership teams.
    Monthly Business Reviews: Organize and execute monthly business reviews, adjusting schedules as needed, recording actionable items, and following up with leadership teams.

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

Cooking

Knitting & Crochet

Dance

Reading

Timeline

BBA -

Swami Vivekanand Subharti University
01.2021 - Current

Sr. Business 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

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ROOPSI KAPOORExecutive Assistant (Sr. Business Assistant)