Ruchi Soni

• Strategic Calendar Management: Proactively manage and optimize the CEO’s calendar, prioritizing high-impact meetings, strategic engagements, and mission-critical tasks.
• Meeting and Communication Oversight: Coordinate internal and external meetings, prepare agendas, document minutes, and ensure timely follow-ups and action tracking.
• Travel & Logistics Management: Plan and execute complex travel itineraries, including flights, visas, accommodations, and local logistics, to ensure seamless international and domestic travel.
• Stakeholder and Relationship Management: Serve as a key liaison between the CEO and senior leadership, business partners, clients, and internal teams, ensuring clear communication and a strong professional relationship.
• Event & Workshop Planning: Lead the planning and execution of leadership offsites, company-wide events, and strategic workshops, with a focus on engagement and efficiency.
• Confidentiality and Discretion: Handle sensitive company information, high-level communications, contracts, and executive documentation with the utmost professionalism and confidentiality.

• Executive and Strategic Support

Managed the CEO’s complex calendar, coordinated internal and external meetings, and ensured timely agenda preparation and material circulation.

Tracked tasks and deadlines via MIS and dashboards; ensured regular follow-ups with stakeholders, and prepared status updates for weekly leadership reviews.

• Travel & Logistics Management

Coordinated domestic and international travel for the CEO and Directors, including flights, accommodations, visas, passport documentation, and end-to-end itineraries.

Oversaw visa-on-arrival processes and ensured compliance with international travel requirements.

• Financial and Budget Oversight.

Prepared and submitted expense reports and purchase requisitions, monitored travel and event budgets, and ensured alignment with annual financial targets.

Handled personal finance management, including payments, bills, reimbursements, and credit card tracking.

• Tournament and Cashout Operations

Created and managed daily online tournament and winner reports; coordinated accurate and timely cashouts.

Collaborated with social media and marketing teams to highlight winners and major events across platforms.

• Stakeholder and Relationship Management

Acted as a trusted liaison between the CEO and internal/external stakeholders, including board members, senior leadership, clients, and vendors.

Maintained effective communication channels, represented the CEO professionally, and fostered strong relationships.

• Event, Workshop, and Board Coordination

Led the planning and execution of executive events, company-wide meetings, leadership workshops, and training sessions.

Managed logistics, invitations, agendas, and minutes for board and committee meetings.

• Project and Operations Management

Oversaw cross-departmental project tracking, milestone updates, and resource alignment.

Delivered executive summaries and progress reports on key transformation initiatives.

• Confidentiality and Administration

Handled highly sensitive documents, correspondence, and contracts with discretion.

Maintained statutory registers, ensured timely regulatory filings, and organized corporate documentation.

• Vendor and Contract Management

Negotiated and reviewed contracts with external service providers; tracked renewals, and managed documentation for real estate, facilities, and operational needs.

• HR & Hiring Support:

Assisted in hiring processes by screening candidates for both corporate and personal support roles.

Managed onboarding logistics and coordinated with the HR team as needed.

• Facilities, Inventory, and Errand Management

Oversaw office facilities, vendor services, household staff, property upkeep, and medical scheduling.

Coordinated driver schedules and managed errands on behalf of the CEO.

• Digital Content and Social Media Coordination

Created banners, presentations, and content for internal use and social media via Canva.

Posted updates and job openings to enhance brand visibility and employee engagement.

Live Poker Event in Casino: Roles and Responsibilities.

• Responsible for reviewing and updating event registration reports.

• Follows policies and procedures when opening or closing games.

• Ensure that appropriate and professional care and service are provided to guests and employees in assigned areas.

• Ensure the protection and integrity of all games, currency, chips, playing cards, and other assets in assigned areas.

• Review and maintain the necessary records pertaining to the activities of the poker tables in assigned areas.

• Engages guests during their play, and develops relationships to create customer loyalty and repeat visits.

• Manages guest disputes, issues, or concerns related to the department while maintaining a professional demeanor, balancing the need to protect assets, and ensuring regulatory compliance with guest satisfaction.

• Analyze all customer play and transactions during the shift, inform the Poker Floor manager of any discrepancies, and greet all customers pleasantly.

• Perform all chip purchases for all new customers, assist in tabling all fills, monitor all shuffle procedures, and maintain accuracy in all discards and deck hands.

• Responsible for counting money received in and chips going out of the gaming complex.

• Building and maintaining relationships with VIP players, identifying their preferences and needs, and coordinating personalized services such as accommodations, dining reservations, and entertainment.

• Organized transportation arrangements for VIP guests to and from the casino.

Arranged complimentary accommodations and amenities for loyal customers and high rollers.

• Tracked guest play and tailored offers based on gaming preferences. Communicated with various departments to address and resolve guest issues. Developed and maintained relationships with key clients and high-value players.

• This role involves identifying and nurturing relationships with high-stakes players, ensuring that they receive personalized attention and exclusive offers. Responsibilities include planning and executing VIP events, managing player accounts, and collaborating with various departments to enhance the overall guest experience.

• Managed seating and access for VIP guests at casino events, shows, and special functions.

• Liaised with the marketing department to create marketing content for audience acquisition, including vendors, channel partners, and distributors.

Elevated event websites and event apps, ensuring a seamless and engaging experience for participants.

• Maintain a contact database, including, but not limited to: vendors, the founder’s personal contacts, potential event hosts, potential sponsors, potential podcast partnerships, business partners, etc.

• Project Coordination Support: Assist in tracking project milestones and deliverables, ensuring communication flows smoothly between clients, developers, designers, and the Director.
• Client Onboarding: Help coordinate the onboarding process for new clients, including gathering requirements, scheduling kickoff meetings, and maintaining documentation.
• Research and Analysis: Conduct market research, competitor analysis, and gather relevant data to support the Director’s strategic decision-making.
• Event Planning: Organize company events, workshops, client meetings, and webinars related to website development and IT industry trends.
• Documentation Management: Maintain and organize company files, contracts, project documentation, and client records in both digital and physical formats.
• Expense Reporting: Monitor and process expense reports, purchase orders, and reimbursements related to IT projects and office needs.
• Technical Liaison: Coordinate with IT support and technical teams to resolve any operational issues impacting the Director or project workflow.
• Quality Assurance Support: Assist in ensuring project deliverables meet quality standards by coordinating feedback loops and communicating revisions between teams and clients.
• Vendor and Partner Relations: Manage communications and contracts with external vendors, freelancers, and technology partners supporting web development activities.
• Continuous Improvement: Identify opportunities to improve administrative processes and workflows to increase efficiency within the Director’s office and across teams.
• Time Management: Prioritize incoming requests and tasks on behalf of the Director to optimize time and focus on strategic priorities.
• Social Media and Marketing Support:Assist with basic content updates, scheduling posts, or coordinating with the marketing team to promote company services and portfolio. Planned and managed weekly social media content across Instagram, Facebook, and Twitter to drive brand awareness, audience engagement, and promotional campaigns.

• Administrative Support

Manage calendars, schedule rehearsals, meetings, and travel.

Screen and prioritize emails and phone calls.

Prepare and edit documents, contracts, and presentations.

• Project Coordination

Assist with planning and execution of concerts, tours, recording sessions, or other events.

Coordinate between departments such as marketing, production, and artist management.

• Communication

Act as liaison between the music director(s) and internal/external stakeholders.

Draft professional correspondence and maintain confidentiality.

• Logistics & Event Management

Arrange travel, accommodations, and itineraries.

Ensure music scores, instruments, and technical requirements are delivered on time.

• Creative & Artistic Support (as needed)

Help organize music scores, program notes, and rehearsal materials.

Coordinate with musicians, composers, and conductors regarding creative needs.

• Executive Support & Calendar Management:

Manage complex calendars, schedule meetings and appointments, and coordinate detailed travel plans (flights, trains, buses, accommodations) for executives and key team members.

• Meeting & Event Coordination:

Plan and coordinate monthly/quarterly leadership meetings, video conferences (VCs), and internal/external events, including booking venues and equipment.

• Business Reporting & Documentation:

Prepare comprehensive business reports by the 10th of each month, ensuring accurate data consolidation and timely submission to leadership. Maintain organized digital and physical filing systems.

• Invoice & Reimbursement Management:

Track vendor invoices, ensure timely follow-ups with the finance team, and manage monthly reimbursements and claims processing for executives.

• Employee Engagement & Communication:

Coordinate employee recognition initiatives, including sending appreciation cards, birthday/anniversary greetings (for M4+ employees), and organizing gifts or bouquets for key clients and partners.

• Office Administration & Upkeep:

Oversee the day-to-day organization of the executive office, ensuring a professional and welcoming environment.

• Confidentiality & Discretion:

Handle highly sensitive information related to strategic projects with absolute confidentiality and professionalism.

• Customer Feedback & Escalation Management:

Conduct monthly satisfaction calls with a sample of 20 customers to gather feedback and escalate issues as needed to relevant teams.

• Stakeholder Communication:

Serve as a key liaison between executives and internal/external stakeholders to facilitate effective and timely communication.

• Ensure timely receipt and reconciliation of daily PMS (Portfolio Management Services) transactions from the manufacturer.
• Proactively follow up on discrepancies or pending dealer transactions to ensure accuracy and completeness.
• Maintain and update daily records of PMS inflow and outflow transactions, ensuring data integrity.
• Update portfolio valuations to provide accurate and up-to-date information.
• Manage and resolve PMS and CRM-related queries efficiently to support client servicing and internal teams.
• Prepare detailed monthly PMS AUM (Assets Under Management) MIS reports for management review.
• Compile provisional PMS MIS reports at the beginning of each month to assist forecasting and planning.
• Generate Statements of Account (SOA) for client investment details as requested.
• Process Fixed Deposits and Bonds transactions, coordinating with SUN brokers on a monthly basis.
• Conduct EUIN (Employee Unique Identification Number) processing every quarter in compliance with regulatory requirements.