Shagun Manhas

• Screened calls and emails and initiated actions to respond or direct messages for managers.
• Organized and coordinated conferences and monthly meetings.
• Processed travel expenses and reimbursements for executive team and senior management group.
• Answered high volume of phone calls and email inquiries.
• Handled confidential and sensitive information with discretion and tact.
• Screened calls and emails and responded accordingly to support executive correspondence.
• Managed executive calendars, scheduling meetings and appointments and coordinating travel arrangements to optimize time.
• Handled logistics, catering, agendas and travel arrangements for meeting and event planning for board of directors, president and executive vice president.
• Updated and maintained confidential databases and records.
• Filed paperwork and organized computer-based information.
• Upheld strict timetables by maintaining accurate, balanced calendars.
• Streamlined operations and prioritized tasks.
• Led staff and vendors in providing high level of service for owner and guests.
• Greeted arriving visitors, determined nature and purpose of visit and directed individuals to appropriate destinations.
• Promoted team productivity by keeping supplies organized and well-stocked.
• Screened personal and business calls and directed to appropriate party.

• Executed record filing system to improve document organization and management.
• Updated spreadsheets and databases to track, analyze, and report on performance and sales data.
• Restocked supplies and placed purchase orders to maintain adequate stock levels.
• Recorded expenses and maintained accounting records.
• Drafted agendas, recorded minutes and generated documents to facilitate meetings.

· Responsible for administrative and management support for a Director and department of 250 people.

· Managing the day to day operations of the Director’s office.

· Calendar management.

· Weekly & monthly reports consolidation.

· Setting up Skip level meetings as and when required.

· Prepare meeting agendas/reports/Minutes of meeting and other documents for the Director.

· Coordinated and set up high level conference/video calls, board and management meetings.

· Maintaining files, records and documents pertaining to confidential data.

· Follow-up with VPs for work related activities and collating details for Director’s review.

· To set reminders for assigned tasks, coordinate the workflow and prioritize tasks per the requirement.

· Interacted on a daily basis with organization staff, executives, and visitors.

· Maintaining demand sheet based on the number of vacancies in the team, scheduling blue jeans interview.

· Maintained strict confidentiality with sensitive information, documents and personal matters.

· Provide executive- level administrative support to other direct reports with a demonstrated ability to improvise, improve procedures and meet demanding deadlines.

· Liaison between all impacted departments to ensure proper communications and reporting practices.

· Organize the details of special events, travel arrangements, corporate agendas and itineraries..

· Handle administrative tasks-including stock-taking of stationary and supplies, new joiner’s introduction to the team etc.

· Process monthly expense reports through Concur.

· Managing banking tasks and payments/expenses for the Director.

· Responsible for the coordination of guest visits & their arrangements.

· Organizing monthly Team engagement events & other cultural events.

· Taking care of support activities like VISA letters, travel arrangements, Meeting room booking, etc.

· Proficient in Microsoft word, excel, outlook, power point, Concur, Internet explorer etc.

Vendor Management:

· Managed procurement process, from receipt of requisition to delivery of goods.

· Have expertise in raising PR (Purchase requisition).

· Coordinating with vendors for the supply of goods (stationery, visiting cards).

· Was responsible for setting up the new floor requirements.

· Was responsible for monthly accruals.

Sourcing candidates, Recruitment policies, discipline, training and development. The role includes understanding, leading, executing and Responsible for employee relations, management recruiting, etc.

Recruitment:

• Screening the resume from job sites & short listing candidates.
• Conducting preliminary round of selection.
• Recruitment, through employee referral, job portal, Newspaper ads.
• Making and maintaining HR MIS database and reports.

Joining Formalities:

· Explaining HR policies, Medical policies to new joiners.

· Arrange for opening bank account for new joiners.

· Generating and issuing Appointment letters with temporary I-Cards.

Compensation and Payroll:

• Salary related Issues.
• Co-ordination with other payroll department.

Confirmation Appraisal:

· Generate the list of employees due for confirmation and send it to the concerned Manager.

· Distribution of confirmation letters & filing of confirmation appraisal papers.

Exit Formality of Employee:

· Send the details to payroll department once the employee resigns.

· Arrange for the exit interview of resigned employees.

· Prepare the relieving and experience letters of resigned employees.

Processing the full & final settlement of resigned employees