Vaishnavi Phalke
Office Administration and Management
Pune
Summary
Dedicated office management professional with a proven track record of optimizing efficiency through effective staff management, meticulous record-keeping, and exceptional customer service. Over a decade of experience overseeing daily office operations, renowned for delivering high-quality support to high-level executives and ensuring seamless office administration. Accomplished executive assistant with extensive expertise in handling communication and streamlining processes to drive organizational success.
Overview
21
21
years of professional experience
2
2
Certifications
3
3
Languages
Work History
ASSOCIATE -CEO'S OFFICE
Arbutus Consultants Pvt. Ltd.
03.2025 - Current
- Manage and prioritize the CEO’s schedule, including appointments, meetings, and travel arrangements.
- Executive support & calendar management.
- Serve as the first point of contact for business inquiries, filtering and escalating matters as needed.
- Prepare briefing notes, agendas, and minutes for meetings.
- Conduct desk-based research on market trends, industry developments, and competitors.
- Summarize key insights and data to support decision-making.
- Assist in drafting reports, presentations, and business correspondence.
- Coordinate with consultants, clients, and industry stakeholders as required.
- Assist in organizing internal meetings, strategy sessions, and key business discussions.
- Maintain key business records, documents, and reports.
EXECUTIVE ASSISTANT - ADMINISTRATION & OPERATIONS
Rohan Builders and Developers Pvt. Ltd.
12.2022 - 12.2024
- Coordinated and maintained the HOD's schedule, including internal and external meetings.
- Served as the primary contact, managing emails, information, and communications, prioritizing those requiring the HOD's attention.
- Drafted general replies, internal department emails, and arranged visitor meeting purposes.
- Prepared agendas, documents, files, and minutes for meetings.
- Booked transport and accommodations for domestic and international travel as required by the team.
- Coordinated daily follow-ups on tasks allocated to teams, ensuring adherence to weekly meeting schedules.
- Prepared legal drafts and ensured file readiness for meetings.
- Monitored project progress, tracked tasks and deliverables in MIS, and managed daily operations.
- Assisted advocates with online court case dates and arranged equipment for virtual meetings.
- Provided relevant information and guidance to optimize the HOD's time and decision-making.
OFFICE ADMINISTRATOR
Research Society For The Study Of Diabetes In India (RSSDI)
10.2021 - 11.2022
- Managed the reception area and ensured smooth office procedures to maintain a professional and welcoming environment.
- Developed and maintained effective administrative systems for efficient workflow.
- Collaborated with RSSDI members to organize events and social media programs.
- Responded promptly to administrative issues, ensuring quick access to required information.
- Handled banking tasks, such as releasing payments, depositing cheques, and following up on payments.
- Reviewed MOUs and agreements with pharmaceutical companies.
- Communicated project concepts and execution plans to relevant teams.
- Supervised team performance and productivity.
- Maintained payment records in master files, managed investments, and handled tax-related tasks.
- Ensured adherence to legislative, regulatory, and compliance requirements.
- Ordered and maintained office stationery and equipment.
- Typed correspondence, sorted and distributed incoming mail, and carried out filing.
- Processed staff payrolls, tracked financial records, and updated staff files.
- Managed incoming calls and redirected them appropriately.
- Raised and progressed purchase orders efficiently.
TRAINING COORDINATION AND ADMINISTRATIVE SUPPORT
Peopleside Consulting Pvt. Ltd.
10.2016 - 10.2021
- Identified and processed new training leads.
- Compiled training-related data into clear and accessible formats.
- Arranged client appointments and maintained effective communication.
- Addressed and resolved customer complaints.
- Organized travel arrangements and accommodations for trainers.
- Worked closely with clients to plan and confirm training schedules.
- Performed back-office administration, maintained data records, and provided post-sales services.
- Explored and identified opportunities for new training initiatives.
- Sold training packages tailored to various industries.
- Supported the delivery of training programs and the development of training modules.
- Managed marketing activities for Asia S.S. Industries.
- Collaborated with college Training and Placement Officers to organize campus recruitment drives.
AREA SALES MANAGER
M N World Pvt Ltd.
10.2012 - 08.2016
- Effectively addressed and resolved customer inquiries.
- Liaised with execution teams and transport agencies.
- Monitored sales, services, and collection teams.
- Managed back-office administration and post-sales services.
- Interacted with runners to facilitate payment collection processes.
- Identified and addressed service or billing issues.
- Organized and participated in meetings with clients.
- Ensured timely resolution of service issues and closure of purchase orders.
- Built and nurtured relationships with existing customers.
- Represented the organization at trade exhibitions and events.
- Negotiated pricing, delivery terms, costs, and specifications.
- Maintained accurate records of sales and order information.
- Regularly proposed new services to clients.
- Identified fresh opportunities for cross-selling and up-selling.
INSURANCE ADVISOR DEVELOPMENT AND SALES MANAGEMENT
Reliance Life Insurance, AVIVA Life Insurance, Kotak Life Insurance
03.2008 - 04.2010
- Trained, coached, and supported advisors to improve team management.
- Planned, monitored, and reviewed advisor performance weekly.
- Organized activities to drive the recruitment of advisors.
- Successfully recruited 14 insurance advisors.
- Guided advisors to acquire the necessary knowledge and skills.
- Managed back-office administration tasks for the sales office.
- Consistently reviewed personal sales performance.
- Conducted in-depth analysis of pricing, demand trends, and competitive activities.
- Tracked and analyzed competitors' key strategies.
CUSTOMER CARE AND OPERATIONS
Telecom Shop
03.2004 - 10.2007
- Managed customer care, including query resolution, revocation, retentions, and collections.
- Performed diverse multi-tasking responsibilities.
- Conducted market research and surveys.
- Oversaw the recruitment, identification, and appointment of sales executives.
- Handled comprehensive HR administration.
- Maintained and enhanced shop ambiance.
- Prepared and reviewed reports.
- Managed SIM inventory, handset stock, cash and banking operations.
- Conducted daily, weekly, and monthly audits.
- Provided administrative support to the field team.
- Successfully lead and managed a team of five employees.
Education
Airhostess Training - Basic Cabin Crew Training of Airhostess
Hospitality Course - Hospitality
Bachelor Of Arts - undefined
GPA: Second Class
H.S.C - Commerce
GPA: Second Class
Skills
Leadership Experience
Certification
Basic Cabin Crew Training, Frankfinn Institute, Delhi
Accomplishments
- Successfully streamlined administrative processes, improving efficiency by 20%.
- Consistently received positive feedback for handling high-pressure situations with composure.
- Enhanced communication frameworks, leading to better team coordination and output.
- Recognized for outstanding travel logistics planning, saving costs and time.
Disclaimer
I hereby declare that the information provided above is true to the best of my knowledge and belief. I understand that any misrepresentation or omission of facts will lead to the rejection of my application or dismissal from employment, if appointed.
Timeline
ASSOCIATE -CEO'S OFFICE - Arbutus Consultants Pvt. Ltd.
03.2025 - Current
EXECUTIVE ASSISTANT - ADMINISTRATION & OPERATIONS - Rohan Builders and Developers Pvt. Ltd.
12.2022 - 12.2024
OFFICE ADMINISTRATOR - Research Society For The Study Of Diabetes In India (RSSDI)
10.2021 - 11.2022
TRAINING COORDINATION AND ADMINISTRATIVE SUPPORT - Peopleside Consulting Pvt. Ltd.
10.2016 - 10.2021
AREA SALES MANAGER - M N World Pvt Ltd.
10.2012 - 08.2016
INSURANCE ADVISOR DEVELOPMENT AND SALES MANAGEMENT - Reliance Life Insurance, AVIVA Life Insurance, Kotak Life Insurance
03.2008 - 04.2010
CUSTOMER CARE AND OPERATIONS - Telecom Shop
03.2004 - 10.2007
Private Institute - Hospitality Course, Hospitality
Pune University - Bachelor Of Arts,
Maharashtra State Board Examination - H.S.C, Commerce
Frankfinn Institute - Airhostess Training, Basic Cabin Crew Training of Airhostess
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