Summary
Overview
Work History
Education
Skills
Timeline
Proficiency in Langauge
Generic
Shanti Naveena Gomes

Shanti Naveena Gomes

Executive Assistant/ Office Administrator.
Whitefield, Bengaluru

Summary

A dynamic & enthusiastic Executive Assistant / Office Administrator with a proven track record of 30 years of experience in wide spectrum/ industries like Reliance Group, Unichem Laboratories, Sony Music, Shipping & Real Estate etc.


The Trusted Vault - safeguarding confidential strategies,plans and conversation.


The Bridge - turning vision into action by connecting leaders, teams and opportunities.


The Filter - ensuring only what truly matters reaches the Executive desk.


The Time keeper - protecting the most valuable asset in business : time.


The Stabilizer - bringing order to chaos and calm to high pressure moments.


Deft in Office management, calendar management ,travel coordination, administration & Event organization.


Proficient in Microsoft Office Suite and skilled in problem-solving.


Received " Made a Difference" Award in Sony Music for my outstanding contribution while setting up their world class DVD plant in Mumbai.


Throughout my career was rated as an excellent/exceptional employee.

Overview

6
6
Languages
35
35
years of professional experience

Work History

Executive Assistant to Chairman & M Director

Nitesh Group of Companies
09.2024 - 03.2025
  • Complete management of the CMD office for administrative and secretarial functions by handling official and personal correspondence, meetings, and site visit arrangements.
  • Evaluated phone calls, emails, and directed inquiries to relevant departments or personnel.
  • Managed complete domestic and international travel by preparing a complete itinerary: ticket booking, visa, accommodation, forex, insurance, and airport transfers to ensure seamless business operations, ensuring expense filing and liaison with the finance team for reimbursement/ receivables.
  • Conducted market research on various subjects related to World Annual Conferences, business opportunities, risk, legal matters, competitors and synthesized findings to enhance decision-making processes for CMD.
  • Handled confidential and sensitive information concerning investments, business opportunities, and new projects with discretion and tact. Ensuring proper filing and storage of important documents.
  • Maintained records of all VIP clients, customers, guests, and government officials, and ensured sending greetings and wishes on important occasions, such as birthdays and wedding anniversaries, etc.
  • Served as the primary point of contact for stakeholders, investors, VIP guests, and visitors, delivering a professional welcome and directing them appropriately.
  • Coordination with the IT team to ensure timely configuration of meeting rooms, equipment for crucial meetings, and presentations (video conferencing/Zoom calls) to ensure smooth functioning, reducing technical snags and downtime.
  • Coordination with other business units for project updates and reports, payment issues, infrastructure development, maintenance, and meetings.
  • Preparation and maintenance of SOPs.

Executive Assistant to the CEO ( RINFRA)

Reliance Group
04.2007 - 08.2024


  • Responsible for a broad variety of administrative tasks for the CEO, including managing an extremely active calendar, preparing correspondence, meeting agendas, taking minutes of the meeting, facilitating audio-video conference rooms, facilitating interviews, business meetings, and event management (town hall, high tea, global offsite/onsite dinner meetings), etc.
  • Checking emails and independent correspondence, attending phone calls, and customer queries, directing them to the concerned departments or personnel to ensure closure.
  • Interaction with other teams, departments, and verticals for all purposes.
  • Acted as the primary contact for all CEO guests, ensuring they were taken care of by sending entry passes, parking space allotments, refreshments, and ensuring meetings were held on time.
  • Approval of leaves, travel requests, purchase orders, Power of Attorney, reimbursement claims, etc., in the system on behalf of the HOD by using the Employee Self-Service Portal.
  • Operating DMS software for the online storage of all documents related to the business, and easy retrieval. Ensured that the other team members follow and complete the tasks as per schedule across PAN India.
  • Managed domestic and international travel efficiently by preparing a complete itinerary: ticket booking, hotel accommodation, insurance, forex, visa, airport transfers, and ensured the CEO has a smooth travel experience.
  • Delivered administrative support during audits by assembling essential documentation and reports.
  • Management of investment portfolios, banking transactions, and navigation of income tax-related matters for filing.
  • Market research on various subjects related to products, pricing, legal matters, competitors, and preparation of a report based on research.
  • Management of petty cash and stationery.
  • Overall, in charge of floor administration (infrastructure, housekeeping, cafeteria, beautification).

Executive Assistant to the Director

Sony Music
04.1998 - 12.2005
  • Wholly responsible for the MD's office for all secretarial and administrative functions.
  • Key responsibilities include the preparation of the daily agenda, calendar management, scheduling appointments and meetings, facilitating the interviews for senior positions.
  • Independently handled correspondence by checking, drafting, and sending emails.
  • Preparation of PowerPoint presentation for annual conferences and board meetings.
  • Taking care of guests, government officials for factory visits, producing documents during their visits related to factory norms, regulations, licenses, safety, and security of laborers, and labor welfare.
  • Handling complete travel requirements for domestic and international visits by preparing a complete itinerary.
  • Handled administrative functions related to infrastructure, security, canteen, gardening, housekeeping, attendance, and payment to workers.
  • Taking down notes during meetings, typing, circulation, and follow-up of action point closure.
  • Organizing annual conferences and outdoor events.
  • Helping HR in the selection of candidates and conducting interviews.
  • Management of filing systems and record keeping.
  • Management of office stationery and petty cash.
  • Liaison with vendors for projects, event-related matters, and other important issues concerning business.

Secretary to the Head of Veterinary Department

Unichem Laboratories Ltd.
01.1993 - 12.1995
  • Complete management of the GM's office for secretarial and administrative functions.
  • Efficiently prepared agenda, calendar management, scheduling meetings, and appointments.
  • Actively engaged in addressing incoming calls and emails pertaining to the marketing department.
  • Issuance of memos, warning letters, correspondence in cases of underperformance by medical representatives.
  • Acted as a single point of contact for problem resolution concerning medical representatives' leaves, commission payments, product-related concerns, and complaints.
  • Complete management of travel for domestic and international sectors.
  • Management of petty cash, visitors, conference rooms, and stationery.
  • Upkeeping of contact details, files, and records to ensure smooth retrieval.

Secretary to the Vice President of Finance

Five Star Shipping
10.1989 - 12.1992
  • Efficient management of VP office for all administrative and secretarial functions.
  • Improved communication between departments, with timely preparation and distribution of meeting agendas, minutes, and relevant documents.
  • Typing of credit and debit notes for the accounts department.
  • Coordinated with various departments for reports and other administrative functions.
  • Handled visitors and guests with utmost care and attention to ensure they have a pleasant meeting experience.
  • Effectively managed domestic and international travel by coordinating with the travel agent for all requirements.
  • Managed an efficient way of filing and stationary record-keeping.
  • Handled his income tax filing and other important investment portfolios.

Education

Bachelor of Arts - Majoring in History, Economics & Political Science

Shri Bhuvanendra College
Mangalore University, India
04.2001 -

Skills

Microsoft Office Suite/Technology Proficiency

Timeline

Executive Assistant to Chairman & M Director

Nitesh Group of Companies
09.2024 - 03.2025

Executive Assistant to the CEO ( RINFRA)

Reliance Group
04.2007 - 08.2024

Bachelor of Arts - Majoring in History, Economics & Political Science

Shri Bhuvanendra College
04.2001 -

Executive Assistant to the Director

Sony Music
04.1998 - 12.2005

Secretary to the Head of Veterinary Department

Unichem Laboratories Ltd.
01.1993 - 12.1995

Secretary to the Vice President of Finance

Five Star Shipping
10.1989 - 12.1992

Proficiency in Langauge

English
Hindi
Marathi
Kannada
Tulu
Konkani

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Shanti Naveena GomesExecutive Assistant/ Office Administrator.