Vishal Mane - Executive Assistant & Secretary - Raymond India Ltd.

Summary

Executive Assistant & Secretary - Seeking Senior-Level Opportunities With a proven track record of delivering consistent results through excellent leadership practices and sound management, I am targeting senior-level assignments as an Executive Assistant, with expertise in Office & Admin Management, Calendar Management and Travel Management across multiple industries.

Overview

21

years of professional experience

Work History

Executive Assistant / Secretary

Raymond India Ltd.

12.2023 - Current

Designation: Secretary to Mr. Gautam Singhania
Calendar Management
Prioritization: Ensure that the executive’s calendar reflects their priorities by scheduling high-priority meetings and tasks first. This helps in managing time effectively and focusing on what matters most.
Buffer Time: Include buffer time between meetings to allow the executive to prepare, travel, or take a short break. This prevents back-to-back scheduling and reduces stress.
Regular Updates: Keep the calendar updated in real-time. Any changes, cancellations, or new appointments should be reflected immediately to avoid conflicts and ensure smooth scheduling.
Clear Communication: Communicate clearly with all parties involved about the executive’s availability and any changes to the schedule. This helps in managing expectations and maintaining transparency.
Use of Technology: Leverage calendar management tools and software to streamline scheduling, send reminders, and sync with other devices. Tools like Microsoft Outlook, Google Calendar, and scheduling apps can enhance efficiency and accuracy.
Travel Management & Support
Detailed Itineraries: Create comprehensive travel itineraries that include flight details, hotel reservations, transportation arrangements, meeting schedules, and any other relevant information. This ensures the executive has all the necessary details at their fingertips.
Cost Efficiency: Research and book travel options that provide the best value for money without compromising on comfort and convenience. This includes finding the best deals on flights, hotels, and transportation.
Contingency Planning: Always have a backup plan in case of travel disruptions such as flight delays, cancellations, or changes in schedule. This includes knowing alternative routes, rebooking options, and having contact information for airlines and hotels.
Travel Preferences: Be aware of the executive’s travel preferences, such as preferred airlines, seating arrangements, hotel amenities, and dietary requirements. This helps in making travel as comfortable and efficient as possible.
Real-Time Updates: Keep the executive informed of any changes or updates to their travel plans in real-time. Use travel management tools and apps to track flights, manage bookings, and send timely notifications.
TASK MANAGEMENT
Prioritization: Assess and prioritize tasks based on their urgency and importance. Use tools like the Eisenhower Matrix to categorize tasks and ensure that critical tasks are addressed first.
Delegation: Identify tasks that can be delegated to other team members or departments. This helps in managing workload effectively and ensures that the executive can focus on high-priority responsibilities.
Time Blocking: Allocate specific time blocks for different tasks and activities. This helps in maintaining focus and ensuring that each task gets the necessary attention without interruptions.
Progress Tracking: Use task management tools and software to track the progress of tasks. Tools like Trello, Asana, or Microsoft To Do can help in setting deadlines, assigning tasks, and monitoring their completion.
Regular Reviews: Conduct regular reviews of task lists and progress. This helps in identifying any bottlenecks, adjusting priorities, and ensuring that all tasks are on track for timely completion.
OFFICE & ADMIN WORKS FOR THE LEADER
Front-Office Management: Organize lunch meetings and assist the team with tasks as needed.
Documentation & Filing: Maintain organized documentation, manage bill payments, and handle travel reimbursements.
Operations Monitoring: Control operations to ensure cost efficiency, resource deployment, timely execution, and quality compliance.
Industry Insights: Provide recommendations and insights on future industry trends and transform them into key initiatives.
Secretarial Support: Manage confidential correspondence, document flow, screen calls, attend visitors, and direct queries to relevant departments.

Executive Assistant / Senior Manager

Kirloskar Systems Ltd.

11.2017 - 03.2023

Designation: Manager to Ms Manasi Kirloskar Tata

Brand Head (Luxury Diamantising Operations)

Admantino

09.2016 - 11.2017

Brand Manager/ Brand Manager—Esprit (West of India- E.Com)

Antonio Bernini

09.2014 - 08.2016

Indian Sub-Continent & UAE as Brand Manager/ Brand Manager—Esprit (West of India- E.Com)

Manager Marketing

The Rose Group

06.2005 - 08.2016

The Rose International, Location as Manager Marketing

Sr. Manager - Brand Management & Marketing

Autumn Moon Watches & Jewels DMCC

04.2014 - 08.2014

Education

B.Com -

Mithibai college of commerce

MMS / MBA - undefined

SIES College of Management

Skills

Office & Calendar Management

Internal & External Communication

Time Management

Project Management

Confidentiality

Executive support

Administrative support

Office management

Strong problem solver

Schedule & calendar planning

Calendar management

Travel coordination

Scheduling

Profile Summary

Executive Assistant with Extensive Corporate Experience With nearly 17 years of corporate experience, including over 15 years in office and administrative management, I have honed my skills as an Executive Assistant, adept at managing high-level executive functions and ensuring seamless office operations.
Comprehensive Administrative Management: Proficient in handling a wide range of administrative functions, including correspondence, documentation, public and guest relations, vendor management, and coordination.
Executive Office Management: Skilled in managing the leader’s office and affairs end-to-end, including calendar management, travel arrangements, internal and external communication, and providing comprehensive administrative support.
Travel Management: Successfully managed all travel arrangements for the Chairman and Managing Director, including flight bookings, hotel accommodations, ground transportation, and itinerary planning, ensuring seamless and efficient travel experiences.
Office Setup and Efficiency Improvement: Played a pivotal role in setting up the office at Kirloskar Systems, revamping overall operations to optimize the leader’s time and enhance efficiency.
Digital Transition Leadership: Successfully managed the transition from offline to online work during the COVID-19 pandemic, ensuring continuity and productivity.
Project Management: Assisted in the planning and execution of various projects, tracking progress, and ensuring deadlines were met, thereby supporting the overall strategic goals of the organization as well as the leader.
Media Relations and Image Management: Designed and implemented a successful PR campaign to position the leader as a prominent social entrepreneur, enhancing their market presence and competitive edge.
Strategic Alliance Formation: Key player in forging a strategic alliance with the United Nations, resulting in the leader being recognized as the Young Business Champion for promoting Sustainable Development Goals in India.

Timeline