Travelling, Reading, Writing, Music
Shubha Shetty
Executive Assistant
Thane,Maharashtra
Summary
Driven and resourceful administrative professional with 15+ 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. Dedicated Executive Assistant with excellent experience in industry. Maintains professional appearance and demeanor and expertly completes assigned tasks with focus on quality. Dependable and quick-learning team player with effective communication and organization skills. Detail-oriented administrative professional with superb people-skills and public relations experience. Business-savvy with excellent decision-making skills. Proven track record of maintaining efficient office operations. Expertise in scheduling and coordinating meetings, managing travel and expense reports, and transcribing minutes.
Overview
16
16
years of professional experience
7
7
years of post-secondary education
1
1
Language
Work History
Executive Assistant
Jet Freight Logistics Ltd
Andheri
04.2023 - Current
- Efficiently manage the CMD's schedule by organizing appointments, meetings, and events, ensuring optimal use of time and prioritizing tasks
- Schedule and coordinate meetings on behalf of the CMD, liaising with internal and external stakeholders to ensure availability and proper logistics
- Prepare meeting agendas, collate necessary documents, and take minutes when required
- Emails on behalf of the CMD, ensuring clear communication and maintaining a professional tone
- Handle incoming emails, prioritize responses, and facilitate timely follow-ups
- Ensuring effective coordination and communication for tasks assigned by the CMD
- Regularly follow up on progress, providing updates and reminders as needed
- Maintaining relationships with external vendors and potential investors
- Coordinating with vendors for procurement, negotiate contracts, and ensure timely delivery of goods and services
- Assisting in coordinating meetings and communication with potential investors, maintaining confidentiality and professionalism.
- Organized and coordinated conferences and monthly meetings.
- Processed travel expenses and reimbursements for executive team and senior management group.
- Screened calls and emails and initiated actions to respond or direct messages for managers.
- Updated spreadsheets and databases to track, analyze, and report on performance and sales data.
- Transcribed meeting minutes to support sales, business development and senior management teams.
- Conducted research and analyzed data to provide detailed reports on various business topics.
- Handled confidential and sensitive information with discretion and tact.
- Used advanced software to prepare documents, reports, and presentations.
- Updated spreadsheets and created presentations to support executives and boost team productivity.
- Managed executive calendars, scheduling meetings and appointments and coordinating travel arrangements to optimize time.
- Upheld strict timetables by maintaining accurate, balanced calendars.
- Filed paperwork and organized computer-based information.
- Organized logistics and materials for each meeting and took detailed notes for later dissemination to key stakeholders.
- Led staff and vendors in providing high level of service for owner and guests.
- Developed and maintained automated alert systems for important deadlines.
- Wrote reports, executive summaries and newsletters.
- Managed mail and both incoming and outgoing correspondence, mail, email and faxes.
- 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.
- Volunteered to help with special projects of varying degrees of complexity.
Executive Assistant
Liladhar Pasoo
Masjid Bunder
02.2020 - 04.2023
- Preparing a report that provides an overview of sales performance and productivity, including daily calling/meetings, inquiries, recoveries, outstanding amounts, and open issues
- Maintaining a monthly revenue report for branches in Mumbai, Pune, and Ahmedabad
- Conducting weekly sales meetings on behalf of the Executive Director and keeping minutes of the meetings
- Methodically maintaining and tracking trade lane analysis and volume (LOB-wise)
- Experience in handling inquiries and coordinating with the team for quoting and with clients for nominations., : -
- Booking flight tickets for Directors and managing their hotel bookings
- Handling credit card payments, reimbursements, and follow-ups
- Managing calendars and sending reminders
- Preparing minutes of meetings with clients
- Organizing meetings and coordinating availability and attendance
- Registering and booking for WCA and other events
- Communication & presentation: -
- Drafting communication emails on behalf of the Executive Director
- Assisting in drafting articles for publication purposes
- Drafting and sending internal broadcast emails about upcoming events and webinars
- Creating PowerPoint presentations for webinars and client meetings.
- Processed travel expenses and reimbursements for executive team and senior management group.
- Updated spreadsheets and databases to track, analyze, and report on performance and sales data.
- Transcribed meeting minutes to support sales, business development and senior management teams.
- Conducted research and analyzed data to provide detailed reports on various business topics.
- Used advanced software to prepare documents, reports, and presentations.
- Updated spreadsheets and created presentations to support executives and boost team productivity.
- Managed executive calendars, scheduling meetings and appointments and coordinating travel arrangements to optimize time.
- Upheld strict timetables by maintaining accurate, balanced calendars.
- Filed paperwork and organized computer-based information.
- Handled incoming and outgoing mail, email and faxes.
- Handled logistics, catering, agendas and travel arrangements for meeting and event planning for board of directors, president and executive vice president.
- Worked with senior management to initiate new projects and assist in various processes.
- Volunteered to help with special projects of varying degrees of complexity.
Executive Assistant to the Director
Malca-Amit JK Logistics Pvt ltd
Bandra
09.2013 - 02.2020
- Vendor procurement- Help set the entire new way of approaching vendor procurement methods
- Help save money for the company by approaching multiple vendors instead of a “one vendor for all” approach
- Secretarial tasks like preparing minutes of meeting, Letter typing, Announcement mails, etc
- Attendance, Leave maintenance & employee allowance report on monthly basis
- Responsible for Vehicle Insurance, Employees Group Insurance & Claim settlement
- Vehicle servicing & tracking insurance renewal of Director’s Vehicle
- Renewal of licenses like S & E, IEC Code, AEO certification
- Office Management: Incharge of Housekeeping staff and pantry services
- All work related to IATA.
- Managed daily operations while overseeing multiple locations to foster increased productivity.
QC- Team Lead
Quikr India Pvt Ltd
Lower Parel
06.2013 - 08.2013
- Lower Parel— QA TL & SME for Content Creation Team, Quality Check of call received by Content creation team
- Calibration with the team on improvements
- Conducting refresher training
- Coordination & follow up to resolve any bug reported by the customer on call
- Training new joinees.
- Trained new team members by relaying information on company procedures and safety requirements.
- Coached team members in techniques necessary to complete job tasks.
- Evaluated employee skills and knowledge regularly, training, and mentoring individuals with lagging skills.
- Designed strategic plan for component development practices to support future projects.
- Developed monthly and daily production output plans to deliver on customer service and financial metrics.
- Built strong relationships with customers through positive attitude and attentive response.
TL & SME for Content Creation Team
Quikr India Pvt Ltd
Lower Parel
10.2012 - 05.2013
- Parel— TL & SME for Content Creation Team, Managing team of 20 agents
- Preparing daily report- Attendance & Productivity
- Monitoring & Quality Check of Calls of the content team
- Evaluated programs and monitored implementation and compliance with regulations to achieve objectives.
- Acted as a team leader in group projects, delegating tasks and providing feedback.
- Assisted with day-to-day operations, working efficiently and productively with all team members.
Community Specialist
Quikr
Andheri
12.2012 - 03.2013
- Successfully trained the first batch of Post ad team (team size 80+) of Missed call campaign
- Conducted training for new batch and Refresher’s training
- Calls evaluation and ad quality check of the missed call team done for four months
- Actively involved setting up the Quality parameter for the call center team.
Community Specialist
Quikr India Pvt Ltd
01.2010 - 09.2012
- Reviewing free ads before it goes live on the website
- Customer support - Replying on mail to customer queries & complaints within 24 hrs
- Live chat support
- Weekly reports with review numbers on behalf of the whole team.
Telemarketing Officer
PCS Technologies
Andheri
08.2009 - 01.2010
- Out-bound calling to seek potential requirements for IT solutions
- Validation of leads & Qualify lead generated
- Preparing Database of Prospective & Potential Clients
- Fixing appointment from the Corporate Client.
Customer Service Executive
Standard Chartered Bank
Goregaon
07.2007 - 07.2009
- Resolving Customer queries that call the helpline number
- Acceptance of closure and part-payments of Mortgages and unsecured loans
- Creating Pre-Term Quotations.
Education
LLB - Law
G J Advani Law College
Bandra 05.2019 - 04.2021
B.COM - undefined
RADAV College
06.2002 - 05.2007
Diploma - PR & Advertising
Welingkar Institute of Management
No Degree - Data Analyst
ExcelR
Online 04.2001 -
Skills
Good Communication
Excel reports
VlookupPivotBasic MacrosPowerpoint presentation -Corporate presentationClient-specific presentationVideo-format pptGood Typing speedDrafting communications mailsOffice management
Schedule & calendar planning
Administrative support
Report Development
Scheduling
Conflict management
Business administration
Report analysis
Travel accommodations
Compensation and benefits
Mail handling
Expense reporting
Accomplishments
Employee of the month for Mar’09 & May’ 09.
Best performer in the month of Dec’08.
Projects
Dec’2012 to Mar’2013 - Missed call campaign for Quikr- Treasure Hunt contest for Quikr
- Successfully trained the first batch of Post ad team (team size 80+) of Missed call campaign.
- Conducted training for new batch and Refresher’s training.
- Calls evaluation and ad quality check of the missed call team done for four months.
- Actively involved setting up the Quality parameter for the call center team.
May’2013 - Contest showcased by Quikr. Questions posted on site asking users to identify ads in the form of questions, answers of which were ads posted on site.
- Coming up with questions that were to be listed on site.
- Posting unique ads for the contest.
- Provided support formatting questions and hints for the contest.
Interests
Timeline
Executive Assistant
Jet Freight Logistics Ltd
04.2023 - Current
Executive Assistant
Liladhar Pasoo
02.2020 - 04.2023
LLB - Law
G J Advani Law College
05.2019 - 04.2021
Executive Assistant to the Director
Malca-Amit JK Logistics Pvt ltd
09.2013 - 02.2020
QC- Team Lead
Quikr India Pvt Ltd
06.2013 - 08.2013
Community Specialist
Quikr
12.2012 - 03.2013
TL & SME for Content Creation Team
Quikr India Pvt Ltd
10.2012 - 05.2013
Community Specialist
Quikr India Pvt Ltd
01.2010 - 09.2012
Telemarketing Officer
PCS Technologies
08.2009 - 01.2010
Customer Service Executive
Standard Chartered Bank
07.2007 - 07.2009
B.COM - undefined
RADAV College
06.2002 - 05.2007
No Degree - Data Analyst
ExcelR
04.2001 -
Diploma - PR & Advertising
Welingkar Institute of Management