SHABAZIA HASSAN
Bengaluru
Summary
Administrative professional with 14 years of experience, including 8 years as an executive assistant to C-suite executives and senior management. Expertise in project management, successfully overseeing initiatives from inception to completion while aligning with organizational goals. Proficient in budgeting and financial management, contributing to cost-effective operations and maintaining confidentiality in sensitive matters. Strong vendor management skills, including contract negotiation and relationship optimization, alongside effective team leadership and stakeholder engagement.
Overview
14
14
years of professional experience
Work History
Assistant Admin Manager and Executive assistant
Eurofins IT Solutions India Pvt ltd
08.2016 - 12.2023
- Executive Assistance for Managing Director- Handled MOM, Travel Arrangements including Visa, Ticket & Hotel booking, Expense settlements and reimbursement
- Slashed Travel booking expenses through monitoring and timely booking, Maintaining TES(Travels Expense Sheets) & effectively controlling the same Handling Work permit, Intercompany transfer course of actions
- Arrangements for Hotel & Car bookings for guests and employees
- Project Lead: Developed and managed 2 projects budgets and coordinated a 15 employees’ team
- Co-ordinated and executed multiple events such as Town hall, All hands, Team outings, HR Recruitment Drives, Employee onboarding and Exit
- Identified and resolved problems, worked on reduction of unnecessary expenses, implemented new process and procedures, completed detailed reports and executed projects within budget and schedule
- Maintaining company Transport, Security team & Activities, Cafeteria management Expatriate movements, arranging accommodation, visa procedures for the employee & family
- Vendor Management -Co-ordination with multiple vendors for the booking and the event activities such as Town Hall / All Hands Meet arrangements, Team Outings HR related activities : Employee onboarding & Exit formalities
- SOP Drafting and Policies Updation – Prepared and updated the international travel and domestic travel detailed policy, International travel handbook, CSR policy, Company cab transport policy
- Managed overall administration by looking after the Housekeeping/Physical security operations, Space management
- Vendor management/ Cafeteria Management / front office management
- Handled complete facilities and infrastructure set up including repair & maintenance (General repairs, monitoring of Access, CCTV, & PA systems)
- Successfully managed the Covid19 pandemic support arrangements that includes overall employees RT-PCR sample collections arrangements, data validation, arrangement of 2 company vide vaccination drives
- Monitoring activities through CCTV coverage and Access control systems of important areas, restricted area transaction logs, documents and registers maintained in concurrence with ISO audit standards.
- Employee Engagement – new joiner admin induction / other employee engagement activities such as helpdesk
- Telecom Management: managed telecom connections (PRI/ ILL/ CUG) by coordinating installations, and optimizing cost efficiency
- Office Setup and Relocation: Have successfully overseen office setup projects from inception to completion, ensuring a seamless transition during relocations or expansion
- CSR – (Corporate social responsibility)- PMO of the company CSR projects of distribution of green boards and school bag kit for the year 2021 and 2022
- Handled Office relocation in 2017/2018/ 2019/ 2022 and handled end to end office setup
- Successfully completed the yearly fire evacuation drill across all locations.
- Have successfully created the CSR policy/ SOP for Customs clearances/ Security handbook / travel handbook
- Have successfully handled the covid tests for employees and vaccination drive organizational wide.
Sr. Admin Executive
Hexaware Technologies ltd
08.2012 - 08.2016
- Executive assistance to CIO of the company
- Arrangements for Hotel & Car bookings for guests and employees
- Monitoring and control -security /facility management/ Front office - Monitoring the housekeeping & ensuring cleanliness
- Space Allocation, Client visit management
- General repairs, monitoring of Access, CCTV, & PA systems
- Preparation and tracking of Budget
- Compliance management – Internal and external audits
- Petty cash management
- Preparing MIS Reports for mobile bills, Accommodation & Transport
- Maintaining and fixing up AMC
- Preparing business correspondence (often using word processing, spreadsheet), courier management, Arrangement of Transport & accommodation of the Employees and Guests
- Responsible for event management/Printing and stationary management
- Communicate with internal and external parties on matters related to administration/office management activities
- Assist the HR Department in admin tasks like logistic arrangement for new recruits and provide joining essentials & Seating arrangements for new joiners
- Liaising with any other department
- Was the Member of ERT & Women's Forum at the Hexaware office
- Employee safety – arrangement of fire evacuation drills.
Admin Executive
Excetra Workspace Solutions
12.2011 - 08.2012
- Vendor management, housekeeping facilities management, cab management, Amc renewal etc
HR Executive – IT
Locus IT Services Pvt Ltd
04.2011 - 09.2011
- Pooling of resumes through various Sources
- Convince & Schedule a pool of candidates to attend the drive
- Conducting preliminary interviews & Group Discussions to ascertain the competencies, skills and aspiration of Candidates
- Taking Preliminary interviews on phone and scheduling face-to-face interview for them, Short-listing the candidates as per the client requirement, Send the list of shortlisted Resumes to the HR for their final observation
- Mass Mailing and Mass SMS, Schedule an interview with the client
- Feedback about the candidate from the Client
- Maintaining a cordial relationship with the candidate as well with the client
- Maintaining the database of the candidate for future requirements
- Also working towards Staff augmentation to outsource the candidates, mailing the company profile to the clients for the purpose of business development
Customer Service Associate
Sparsh Bpo Services
04.2010 - 04.2011
Education
BA - PYEJ
St Anne's first Grade college for women under Bangalore university
Bangalore, Karnataka01.2008
PUC - 12th
Vivekananda Pre University College
01.2005
Secondary - SSLC
SSLC Board Bangalore
Bangalore, Karnataka01.2003
Skills
- Housekeeping & Facility Management
- Contract Management
- Procurement & Sourcing
- Business travel management
- Transport Management
- Physical security management
- Asset & Inventory Management
- Cafeteria Management
- Budgeting (Opex & Capex)
- Executive assistance
- Operations Management
- Drafting Policies & Processes
- Project Management
- Executive assistance-Expatriate Management
- Calendar Management-International travel
- Office administration-Client relations
- Vendor management-Meeting consolidation
- Staff hiring and training-Cross functional collaboration
- Event organizing and management-Discretion and Confidentiality
Awards
- Star performer award for the administrative support services, Q4 2021
- Key talent Resource for admin team, 2018 and 2019
- Business Enabler annual award (Support Services), 2018
- Star Performer Award for the Administrative Support Services, 08/2018
- Star Performer Award for Administrative Support Services, 11/2017
- Peer reward, 08/2017 & 03/2019
- Spot Award for Excellence performance outside working hours, 2015
- ACE AWARD for excellence, Q1 2014
Timeline
Assistant Admin Manager and Executive assistant
Eurofins IT Solutions India Pvt ltd
08.2016 - 12.2023
Sr. Admin Executive
Hexaware Technologies ltd
08.2012 - 08.2016
Admin Executive
Excetra Workspace Solutions
12.2011 - 08.2012
HR Executive – IT
Locus IT Services Pvt Ltd
04.2011 - 09.2011
Customer Service Associate
Sparsh Bpo Services
04.2010 - 04.2011
BA - PYEJ
St Anne's first Grade college for women under Bangalore university
PUC - 12th
Vivekananda Pre University College
Secondary - SSLC
SSLC Board Bangalore
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