Summary
Overview
Work History
Education
Skills
Software
Timeline
Generic
Pooja Chauhan

Pooja Chauhan

Executive Assistant to Director
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

10
10
years of professional experience

Work History

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

    Executive Support

    Office Management

    Information confidentiality

    Calendar Management

    Schedule & calendar planning

    Meeting planning

    Travel Coordination

    Adaptability and Flexibility

    Time Management

    Meeting Agenda Preparation

    Travel Arrangement Coordination

Software

Worked on Microsoft Office, Outlook, Sharepoint / One drive

Timeline

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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Pooja ChauhanExecutive Assistant to Director