Rekha Manocha

REKHA MANOCHA New Delhi, M: -; E:- PROFESSIONAL SUMMARY Skillful and dedicated Executive Assistant with extensive experience in coordination, planning, and regular operational and administrative functions. Have good interpersonal, masterful problem-solver, organizational and exceptional communication skills with the ability to work in an extremely fast-paced environment. Incessant committed to the highest level of professional & personal excellence. SKILLS / HIGHLIGHTS  Attention to detail  Effective Team Player  Results Driven / Focused  Interpersonal Skills  Excellent Communication  Multi-tasking  Organizational Skills  Proactive  Self-Starter / Quick Learner  Prioritizing  Presentable & articulate  Problem Solving FUNCTIONAL HIGHLIGHTS  Multiple Calendar Management  Travel arrangements  Business Events organization  Board Meetings organizing  Projects Coordination  Presentations development for Executives  Resourceful with Research  Expense reports preparations  Budget Planning  Management Information System preparation KEY ACCOMPLISHMENTS  Reduced travel cost by 35% through strategic negotiations with travel agents for airtickets, hotels and rental cars.  Enhanced efficiency by 20% (and reduced time) by effectively utilizing Mailmerge, VLookups, Pivot Tables, develop Excel macros to conserve time when conducting repetitive jobs.  Developed reports to show KPIs (key Performance Indicators) used for senior level decision making and strategic objective setting.  Efficiently handled/organized various business events and trade shows  Acted as the first point of contact for preparing presentations, reports and relevant documents (Proficient with software applications/programs).  Automated traditional filing systems to electronic filing database and complied with security requirements; also created business contacts database.  Created tracking system for better office supplies inventory control. TECHNICAL SKILLS  MS Office Suite: Word, Excel, PowerPoint, Access, Outlook  Google Suite: Docs, Sheets, Slides, Mails, Forms, Meets/Chats  Survey Monkey  CRM /SAP  PDF / Adobe  Salesforce / SQL  Teleconferencing  EPABX/Fax/Scanning  WebEx/Google meet  Video Conferencing PROFESSIONAL RESPONSIBILITIES Served as central point of contact between office and the Manager Support the Manager with day-to-day operations Maintain daily Calendar Manage related conflicts and coordinate for follow-up meetings Schedule meetings & facilitate resources for IT, Catering, WebEx/G-meet/Audio/video conference; Schedule team meetings, set up venue, Prepare Minutes of Meeting & monitor deadlines/ follow ups; Support to special projects w.r.t. Government entities; prepare and/or co-ordinate Production of presentations for the Board meetings; Coordinate domestic/international travels, flights and accommodation and travel Visas; Prepare Travel & General Expense reports, Maintain and track expense reimbursements; Prepare Purchase Requisitions for the requirements of the Manager & the team; Prepare MIS for Travel Reporting & reconcile with accounts and generate annual reports; Liaise with cross-functional/cross-cultural teams and leadership; Attend to phone calls, guests & visitors, directing various queries to relevant managers; Ensure that the team is adhering to travel & HR and other administration policies; arrange for President & team’s participation in Supplier events/ Client Seminars/ Workshops; manage Business contacts database DETAILED JOB DESCRIPTION Calendar Management Organized, updated and pro-actively managed executive calendars within different time zones and ensure no duplications or conflicts; Putting up Follow-up flags, reminders and notes incorporated. Administrative Support and Research Effectively handled all inquiries (via email / phone) and directed as appropriate with confidentiality and professionalism. Organized, distributed and allocated all mails and documents, for executive team. Liaised with all internal/external departments to request/coordinate relevant information. Supported other administrative peers during peak periods or special project work. Conducted specialized research for leadership on various projects and consolidate into appropriate formats, report or presentations Meeting Coordination and Preparation Pro-actively arranged/coordinated all meeting invites and included relevant information within respective calendars. Facilitated appropriate resources for IT, Catering, WebEx/ Audio Conference and other requirements. Presentations/ Reports Prepared for monthly, quarterly and annual Board Meetings, Regional meetings and Global meetings. Coordinated, edited and formatted organizational charts, employee vacations, distribution lists and Employee directory. Collected and tracked data, researched information, maintained files, applied due diligence ensuring accuracy. Travel Coordinated itineraries for Complex Domestic/International Travel (ground, air, accommodations) arrangements including private and commercial plans. Liaise with the travel agent in planning the best possible travel route and timing for flights in order to minimize travelling time and best fare Handled all visa requirements as necessary and negotiated deep discounts for travel where possible. Preparation of Visa Invitation Letters for the India visit from international Business Units and preparation of sponsorship letter for the local team’s international visits Expense / Purchase Requisitions / Work Orders / Stationery Prepared and submitted expense statements and approvals for payment. On-boarded and set up new vendors into the system and liaised with appropriate departments to support client and system requirements. Preparation of Purchase requisitions Managed inventory control levels for various departments (supplies / stationery). Events Planned, organized, coordinated and implemented logistics for division’s events, meetings, workshops, conferences, leadership events, both internal and external. Provided logistic support to the customers for their visit to France/Germany for the flight demos/meetings Budget Compiled, maintained and monitored the department's budget for the Manager and leadership. Identified variances, anomalies, and approvals and ensure data integrity. EDUCATION / PROFESSIONAL QUALIFICATION Academic Qualification : Masters of Business Administration (Human Resources), Indira Gandhi National Open University, New Delhi, 2012 Masters of Science (Computer Science), Maharishi Dayanand University, Rohtak, 2004 Bachelor of Arts (Mathematics & Economics), Delhi University, 1992 Technical Qualification : Honours Diploma in Information & Systems Management, Aptech Computer Education, New Delhi,1994 Post Graduate Diploma in Computer Applications, ‘A’ Level, Department of Electronics (DOEACC),Ministry of Information Technology, New Delhi, 2003 Additional Certificates : Intensive Advance Diploma in German language, Delhi University, 1993 & 1994 ‘A1’ Level French Language course, Alliance Francaise, New Delhi, 2013 Typing/Shorthand Test (English), Darya Ganj Employment Exchange, New Delhi, 2000