Rupa Koul
Executive Assistant
Bengaluru,Karnataka
Summary
Driven and resourceful administrative professional with 14+ years of experience assisting with work of high-achieving executives. Track record supporting professional needs with well-organized precision. Successfully manages high-volume workloads in rapidly changing environments.
Executive Assistant skilled at offering high-level administrative support to senior-level staff. Expert in travel management, expense tracking and schedule coordination. Expertly assists executive team using exceptional communication and organizational skills.
Overview
15
15
years of professional experience
Work History
Executive Assistant
Maersk Global Service Centre India Pvt Limited
Bengaluro
2022.04 - Current
- Manage the complex calendar with up to daily appointments and meetings and coordinate travel arrangements.
- Process travel expenses and reimbursements for executive team and senior management group.
- Produce accurate office files, update spreadsheets and craft presentations to support executives and boost team efficiency.
- Tend an external list of over 500 contacts for the CEO and keep track of periodic communication needed for priority contacts.
- Screened calls and emails and initiated actions to respond or direct messages for managers.
- Organized and coordinated conferences and monthly meetings.
- · Booking meeting rooms for visitors & internal meetings.
- Coordination for scheduling meetings on different time zones
- Scheduling meetings with externals.e.g.. Joint Venture partners ,Vendors, Clients .
- · Maintaining Stationaries stock for team and order when needed.
- · Document/ Agenda Preparation & PPT preparation for meetings
- · Maintaining databases in EXCEL.
- · Use of SharePoint to share /store documents, creates files, creation of team sites etc..
- · Communicate with every department regularly to handle problems, identify new opportunities and build trust and transparency.
- · Travel Management (includes ticket booking, Visa, Cab booking) across India & International locations.
- · Manage outlook emails of leaders & reply in their absence.
- · Coordinating AV / VC, Broadcast Team to ensure smooth connection of Video Conference & LIVE Meetings.
- · Observes executive's time by reading, researching, and routing correspondence; drafting letters and documents; collecting and analyzing information; initiating telecommunications.
- · Visitor Management – Arranging Lunch / Dinner, Restaurant Booking …etc.
- · Maintain customer confidence and protect operations by keeping information confidential.
- · Prepare monthly reports by collecting and analyzing information for employee databases.
- · Provide historical reference by developing and utilizing filing and retrieval systems; recording meeting discussions.
- · Serve as Office Manager; supervise the Receptionist, order and maintain office supplies and inventory, write and edit business correspondence, and create and organize confidential files.
- Maintain professional and technical knowledge by attending educational workshops; training programs reviewing professional publications; establishing personal networks; participating in professional societies
- · Coordinating with facilities to ensure overall cleanliness of floors, workstations, cabins etc. . . .
- · Seating allocation across multiple locations includes Global , movement of teams as per necessity.
- · Coordinating with vendors on behalf of team for necessary follow ups includes purchase of items for team, equipment’s, goodies for teams ….
- · Keeping track of new joinees in team, adding them to resp email groups, chat groups etc.
- · Offboarding & raising separation in tool.
- · Maintaining IT assests records
- · Keeping track of budget of team for employee engagement activities
- · New Vendor Onboarding in COUPA.
- · Employee engagement activities like sending goodies, ALL Hands, family day, kid’s days, offsites, townhalls ,Birthdays of the month ,townhalls etc. …
- · Event management like Diwali Sale, Prime Day, Customer Day etc.
- · Keeping records of various trainings needed for team (completed and pending) in coordination with L&D Team.
- · Arranging site visits for managers …. like Fulfillment Centre’s, Warehouses….
- · Launch timely surveys for various meetings, employment engagement activities.
- · Creating & Managing email distribution lists and org structures etc.
- · Taking approvals for headcounts ,requisitions , new hire from leaders for further processing .
- · Workshop arrangements.
- · Scheduling promotion interviews for internal candidates .
- Transcribe meeting minutes to support sales, business development and senior management teams.
Executive Assistant
Amazon India
Bengaluru
2019.03 - 2022.03
- Updated executives on changing business needs by thoroughly documenting internal and client meetings.
- Responded to over 50emails daily and other correspondence to facilitate communication and enhanced business operations.
- Processed travel expenses and reimbursements for executive team and senior management group.
- Updated spreadsheets and created presentations to support executives and boost team productivity.
- Transcribed meeting minutes to support sales, business development and senior management teams.
- Updated spreadsheets and databases to track, analyze, and report on performance and sales data.
- Developed and updated spreadsheets and databases to track, analyze and report on performance and sales data.
- Visitor Management
- Travel management
- Closely worked with various support teams to facilitate various works
- Developed and maintained automated alert systems for important deadlines.
- Used QuickBooks to produce monthly invoices, reports, and other deliverables.
- Organized logistics and materials for each meeting and took detailed notes for later dissemination to key stakeholders.
- Handled incoming and outgoing mail, email and faxes.
- Greeted arriving visitors, determined nature and purpose of visit and directed individuals to appropriate destinations.
- Managed mail and both incoming and outgoing correspondence, mail, email and faxes.
- Volunteered to help with special projects of varying degrees of complexity.
- Handled logistics, catering, agendas and travel arrangements for meeting and event planning for board of directors, president and executive vice president.
- Promoted team productivity by keeping supplies organized and well-stocked.
- Filed paperwork and organized computer-based information.
Executive Assistant
Philips Innovation Campus
Bengaluru
2012.08 - 2019.02
- Interacted with customers by phone, email, or in-person to provide information.
- Delivered clerical support by handling a range of standard and unique requirements.
- Answered and managed 50+ incoming and outgoing calls while recording accurate messages for distribution to office staff.
- Answered high volume of phone calls and email inquiries.
- Screened calls and emails and initiated actions to respond or direct messages for managers.
- Used advanced software to prepare documents, reports, and presentations.
- Conducted research and analyzed data to provide detailed reports on various business topics.
- Managed executive calendars, scheduling meetings and appointments and coordinating travel arrangements to optimize time.
- Facilitated training and onboarding for incoming office staff.
- Handled confidential and sensitive information with discretion and tact.
- Led staff and vendors in providing high level of service for owner and guests.
- Worked with senior management to initiate new projects and assist in various processes.
- Coordinated events and worked on ad hoc projects.
- Updated and maintained confidential databases and records.
- Managed mail and both incoming and outgoing correspondence, mail, email and faxes.
- Greeted arriving visitors, determined nature and purpose of visit and directed individuals to appropriate destinations.
- Volunteered to help with special projects of varying degrees of complexity.
- Handled logistics, catering, agendas and travel arrangements for meeting and event planning for board of directors, president and executive vice president.
- Took notes and dictation at meetings.
- Wrote reports, executive summaries and newsletters.
- Filed paperwork and organized computer-based information.
- Screened personal and business calls and directed to appropriate party.
Executive Assistant
ITC
Bengaluru
2010.04 - 2012.07
- Answered high volume of phone calls and email inquiries.
- Processed travel expenses and reimbursements for executive team and senior management group.
- Organized and coordinated conferences and monthly meetings.
- Screened calls and emails and initiated actions to respond or direct messages for managers.
- Supported business and hospitality needs of corporate partners and staff during meetings and company events.
- Screened calls and emails and responded accordingly to support executive correspondence.
- Updated spreadsheets and created presentations to support executives and boost team productivity.
- Conducted research and analyzed data to provide detailed reports on various business topics.
- Transcribed meeting minutes to support sales, business development and senior management teams.
- Store Indents
- Collecting feedbacks of guests from operational departments & collating them to prepare reports
- Worked on MIS reporting
- Updated and maintained confidential databases and records.
Secretary
Hyatt
Kolkata
2008.12 - 2010.02
- Worked well in a team setting, providing support and guidance.
- Self-motivated, with a strong sense of personal responsibility.
- Developed strong communication and organizational skills through working on group projects.
- Passionate about learning and committed to continual improvement.
- Learned and adapted quickly to new technology and software applications.
- Adaptable and proficient in learning new concepts quickly and efficiently.
- Provided professional services and support in a dynamic work environment.
- Cultivated interpersonal skills by building positive relationships with others.
- Skilled at working independently and collaboratively in a team environment.
- Used critical thinking to break down problems, evaluate solutions and make decisions.
- Worked flexible hours across night, weekend and holiday shifts.
Education
Bachelor of Science - Hospitality Administration And Management
Punjab Technical University
Kolkata09.2009
Skills
- Advanced MS Office Suite
- QuickBooks expert
- Business writing
- Travel accomodations
- Project management
- Report development
- Calendar management
- Office management
- C-Level Relationships
- Executive Support
- Process Improvement
- Global Travel Coordination
- Budget & Expense Reports
- Correspondence
- Communication
- Confidentiality
- Visitor Management
Accomplishments
● Awarded as best administrative assistant in Philips for Ownership Skills.
● Nominated for the best administrative assistant in ITC Windsor for strong team player.
● Awarded by Team in Amazon for outstanding performance in STRONG OWNERSHIP SKILLS & BIAS FOR ACTION.
Won State Level 3rd prize in Bharatanatyam Dance Completion in Kolkata (2005)
Languages
English
Bilingual or Proficient (C2)
Hindi
Bilingual or Proficient (C2)
Bengali
Advanced (C1)
Gardening
Gardening may be a fun and relaxing way to get in touch with nature, but did you know that it also has plenty of health benefits? Gardening is an activity that’s good for both the mind and body, and can be enjoyed by people of all ages. Plus, you get to eat the delicious fruits, vegetables and herbs that you grow. So, grab your tools and get in the dirt!
Additional Information
TOOLS WORKED UPON
· CONCUR – for Expense Claim
· SNOW & IVY – for raising onboarding & offboarding
· ARIBA, and COUPA – for raising PR & generate PO.
· SLACK, CHIME, MSTEAMS, ZOOM CLOUD, GOOGLE MEET- for scheduling online meetings.
· GREF RIVER TOOL –raising tickets issues related to IT & Facilities.
· QUALTRICS & SURVEY MONKEY – for generating surveys.
Work Availability
monday
tuesday
wednesday
thursday
friday
saturday
sunday
morning
afternoon
evening
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Timeline
Executive Assistant
Maersk Global Service Centre India Pvt Limited
2022.04 - Current
Executive Assistant
Amazon India
2019.03 - 2022.03
Executive Assistant
Philips Innovation Campus
2012.08 - 2019.02
Executive Assistant
ITC
2010.04 - 2012.07
Secretary
Hyatt
2008.12 - 2010.02
Bachelor of Science - Hospitality Administration And Management
Punjab Technical University
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