Worked on Microsoft Office, Outlook, Sharepoint / One drive
Pooja Chauhan
Executive Assistant to Chief Digital Officer
Mumbai
Summary
Accomplished Executive Assistant with a proven track record at my current company, adept in administrative support and office management. Excelled in optimizing Director's operations by 30% through effective calendar management and meeting coordination. Skilled in information confidentiality and adaptability, showcasing significant improvements in efficiency and team collaboration .
Overview
11
11
years of professional experience
Work History
Executive Assistant to Chief Digital Officer
EPC Tech
01.2025 - Current
- Executive Calendar Management: Managed complex calendars for senior executives, ensuring seamless scheduling and coordination of meetings, appointments, and travel arrangements
- Optimized executive time by prioritizing meetings and appointments
- Strategic Communication: Developed and implemented effective communication strategies for stakeholders, teams, and executives
- Managed email correspondence, responding to routine inquiries and escalating complex issues to ensure timely resolution
- Meeting Management: Coordinated high-level internal and external meetings, conference calls, and video conferences
- Prepared meeting materials, agendas, and minutes to ensure productive discussions and follow-up actions
- Project Support: Provided administrative support for projects, ensuring timely completion and meeting deliverables
- Coordinated with cross-functional teams to ensure project timelines and objectives were met
- Travel Coordination: Arranged domestic and international travel, including flights, hotels, and ground transportation
- Prepared detailed travel itineraries to ensure smooth logistics
- Expense Management: Processed expense reports and ensured compliance with company policies
- Contributed to budget management by monitoring expenses and providing detailed expenditure reports
- General Administration: Provided administrative support to the team, ensuring seamless operations
- Supported other Executive and Admin Assistants where necessary, promoting a collaborative work environment
Executive Assistant to Director
MRK Healthcare
04.2023 - Current
- Provided personalized support to the Director, ensuring seamless day-to-day operations
- Organized and coordinated conferences and monthly meetings.
- Provided professional administrative support during board meetings, including agenda preparation and minute-taking duties.
- Contributed to budget management by monitoring expenses and providing detailed expenditure reports regularly.
- Screened calls and emails and initiated actions to respond or direct messages for managers.
- Coordinated meetings, prepared materials, and took minutes as needed
- Ensured timely follow-up on meeting action items and tracked progress
- Arranged interviews, appointments, and company events
- Maintained confidential records and schedules
- Compiled data, reports, and slides for meetings and administrative tasks
- Coordinated with HODs as requested by the Director
- Managed executive calendars, scheduling meetings and appointments and coordinating travel arrangements to optimize time.
- Represented the Management Team in internal and external meetings and events
- Performed various ad-hoc tasks as assigned by superiors or Management
- Aided in the recruitment process by screening resumes, scheduling interviews, and assisting with candidate selection.
- Supported business and hospitality needs of corporate partners and staff during meetings and company events.
Front Office Executive and Helpdesk Coordinator
Procter and Gamble
11.2017 - 02.2023
- Serves visitor by greeting, welcoming, and directing them appropriately.
- Operates a multiline system to answer calls.
- Greet walk in clients and make sure they are comfortable while they wait for their scheduled appointment.
- Notifies company personnel of visitor arrival.
- Maintains security and telecommunications system.
- Informs visitors by answering or referring inquiries.
- Supports continuity among work teams by documenting and communicating actions, irregularities, and continuing needs.
- Contributes to team efforts by accomplishing related results as needed
- Maintain a copy of meeting schedules of all departments and make adjust or cancel or swipe meeting rooms or rescheduled meeting setups / meeting calendars as per requests and priorities complex scheduling and logistics.
- Manage the day-to-day operational and administrative activities.
- Maintain employee’s information into computer system for easy reference. Creating and maintaining updated documents like master data for Employees and non- employee’s, joining data or Exit data or transfer maintained in excel sheet.
- Maintain inventory of office & cafeteria supplies, throughout the building and maintain stock registers
- Maintain call log registers and maintain vendor management data
- Reporting to facility manager and assisting with administrative tasks.
- Ensures operation of equipment by completing preventive maintenance requirements, calling for repairs, maintaining equipment inventories and evaluating new equipment and techniques.
- Maintains supplies inventory by checking stock to determine inventory level, anticipating needed supplies, placing, and expediting orders for supplies
- Manage workflow by assigning tasks to Supervisor and facility Team daily, adhere to deadlines & completed correctly.
Receptionist Administrator
LIFE FORCE HOMEOPATHY
11.2015 - 12.2016
- Maintaining highly professional Relationship with the new and existing clients.
- Coordinations with doctors & with for appointments and feedback.
- Educating the walk-in clients for our regular membership & various health packages
- Coordinating and Managing with other staff for patient’s requirement & stock management.
- Regular follow up with patient’s & reminded for regular check up
HR & Admin Assistant
ANS ELECTRICALS PVT LTD
04.2015 - 09.2015
- Maintain Labour compliance report & salary sheet for employees.
- Preparing and submitting expense reports for staff.
- Coordinating with Clients & Sales team.
- Calendar Management & Planning day to day activity for supervisor
- Delivered friendly assistance with new hires throughout interviewing and hiring process.
- Managed employee exit interviews and paperwork.
Intern
DESS TECHNOLOGIES
11.2014 - 03.2015
- Data entry.
- Travel Management.
- Gathering information from various online sites to generate Leads.
- Interacting with Clients over the Phone.
- Maintaining banking work.
Trainee
Sofitel Hotel
03.2014 - 04.2014
- Shadowed senior team members to learn all related jobs and tasks.
- Attended training courses to build understanding of processes, techniques, and industry.
- Participated in on-the-job training, working closely with supervisors and coworkers and asking appropriate questions.
- Customer Service.
- Interacting with Clients over the Phone.
Education
B.COM - GRADUATION
University of Mumbai
Santa Cruz, India 04.2001 -
Diploma In Administration Services -
SNDT WOMEN'S UNIVERSITY
Santa Cruz, India 04.2001 -
Higher Secondary Certificate (HSC) - Commerce
University of Mumbai
Mumbai, India 04.2001 -
Secondary School Certificate (SSC) -
University of Mumbai (Maharashtra Board)
Mumbai, India 04.2001 -
Skills
Administrative Support
Software
Timeline
Executive Assistant to Chief Digital Officer
EPC Tech
01.2025 - Current
Executive Assistant to Director
MRK Healthcare
04.2023 - Current
Front Office Executive and Helpdesk Coordinator
Procter and Gamble
11.2017 - 02.2023
Receptionist Administrator
LIFE FORCE HOMEOPATHY
11.2015 - 12.2016
HR & Admin Assistant
ANS ELECTRICALS PVT LTD
04.2015 - 09.2015
Intern
DESS TECHNOLOGIES
11.2014 - 03.2015
Trainee
Sofitel Hotel
03.2014 - 04.2014
B.COM - GRADUATION
University of Mumbai
04.2001 -
Diploma In Administration Services -
SNDT WOMEN'S UNIVERSITY
04.2001 -
Higher Secondary Certificate (HSC) - Commerce
University of Mumbai
04.2001 -
Secondary School Certificate (SSC) -
University of Mumbai (Maharashtra Board)
04.2001 -
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