Ruby Pereira

• Exclusive Calendar Management, execution of various administrative tasks including travel management (Domestic &International)
• Follow up for meetings/pending appointments.
• Close point of contact for setting up appointments and weekly meetings.
• Communication with various sources to set up meetings.
• Travel expenses submission
• Team members leaves expenses approvals
• New recruits- familiarization plans with HR

EA Role :Exclusive calendar management, execute various administrative tasks including travel arrangements (Domestic& International)scheduling meetings ,submission of expense reports, team co-ordination, engage in other correspondence for senior leadership team.

Administrative role : Coordinating with HR for team outings, vendor management, Billing on SAP, local administrative activities for inter department, arranging meeting rooms and manage accommodation for external visitors and intercity office executives, cost reduction of local travel by introducing new vendors on panel and manage the local logistics for the department

• Processed travel expenses and reimbursements for executive team and senior management group.
• Created expense reports, budgets and filing systems for management team.
• Researched, proposed and implemented vendor agreements to decrease costs and improve services.
• Worked with senior management to initiate new projects and assist in various processes.
• Handled logistics, catering, agendas and travel arrangements for meeting and event planning for board of directors, president and executive vice president.
• Upheld strict timetables by maintaining accurate, balanced calendars.

Handling total recruitments overseas as well as domestic for the clients.

Understanding the JD for the technical position and also other general positions and seek closure on recruitment process through job portals like - Monster, Times, etc.

Screening profile, talking to candidates, scheduling interviews, taking tests, follow up with clients for final round.

• Developed and maintained courteous and effective working relationships.
• Prepared a variety of different written communications, reports and documents to ensure smooth operations.

EA Role :

Document Management : Efficient filing and retrieval of documents Take notes and dictation of important mails or letter which has to be addressed directly from the Directors desk.

Arrange to get timely reports from the concerned department & arrange monthly meetings as per the directors instruction and availability. Drafting minutes of the meetings. Sending circulars to senior level management as instructed.

Appointment & Time Management : Maintain schedules & timely reminders on meetings , events & conferences.

Circulate action plan and ensuring its implementation.

Independent correspondence over mails Travel co- ordination :-Cost effectively arrange & Manage transportation ,accommodations and bookings.

Timely Acknowledgement of invitations & seasons greetings if any. Timely research to be done to upgrade knowledge about a product.

Managing the whole office administration. Follow up with Amet Institute (Chennai ) for new course updates .

Updating candidates on the same attending queries regarding course and admission procedure Follow up on CDC issues with the Shipping Master's office & DG Shipping Personnels.

Preparing letter for the same if required. Office accounting - Like Salary & other administrative work.

During my Tenure with Amet : I got an exposure to Dry Cargo Chartering.

My learnings in this area : Reporting to various inquiries for different dry bulk cargoes and seeking tonnages amp; vice versa .(if any inquiries) Co- ordinating on negotiating terms/ details with clients.

Communication via - email for any details required. Research on new details related to Chartering.(to upgrade my knowledge)

• Demonstrated respect, friendliness and willingness to help wherever needed.

Joined as Customer service associate, was in the same profile till 6 months,moved on as customer service executive & promoted as a quality analyst.

Responsibilities : Handling a team of 20 executives to build up communication skills and to impart better service in quality-voice process.

To create reports in terms of meeting targets, and give input in terms of providing better customer service & dealing with clients on applying these inputs.

Achievements : Awarded with a momento for accurate call coding agent.

Promoted from Agent to Quality Analyst within six months.

• Collaborated with management to provide training on improved processes and assisted with creation and maintenance of quality training.

Front Office Executive. Managing cash and handling shipment transactions list & updates the same, and confirm the delivery & despatch of consignment. Reporting to the Director-and managing appointments.

Administrative support to Director by handing print outs, manage couriers , local travel.