Rucha Shah
Executive Assistant to the General Manager.
A4, Memory Lane Building
53/11 Vikas Nagar
Wanowrie
Pune - 411040
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Summary:
Having experience in supporting senior management & their team in their day
to day operations and facilitating the staff, client business meeting &
interactions with subordinates.
Well versed with processes related to Insurance claims, solving customer
queries/discrepancy in accordance to policy wordings. Complete capability in
managing & operating back office operations.
Administrative related work/Vendor Management/Calendar/Travel/other
logistic arrangements
Manage calendar for General Manager
Prioritize and manage multiple assignments simultaneously, and follow through
on issues in a timely manner.
SKILLS
Administration
Coordinating meeting, overlooking operations, guest experience, guest complaints,
travel management, HR activities, running the General Manager's office
Finance - Insurance
Accounts Payables
Client statements
Cash allocation and matching
Payables reports for different businesses
EXPERIENCE
Novotel Ahmedabad, Ahmedabad – Executive Assistant to the General Manager
January 2018 - PRESENT
● Running the General Manager’s office
● Conducting Morning Meetings with the Head of Departments – follow up from the
previous day's meeting, my observations from the property rounds and from the
daily reports are put forward by me, writing down minutes, circulation of the
morning minutes with deadlines if applicable and following up as per the deadlines
● Conduct daily, weekly and monthly meeting and follow up with the Head Of
Departments
● VIP arrivals and celebrity arrivals – checking their rooms before their arrival, being
there to welcome celebrities with the GM, keeping the GM about their itinerary and
also making sure of their special needs in terms of food, laundry, etc. This is purely
supervision.
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Guest Experience – Lobby Public Relations duty in the morning from 9 to 10 which
involved talking to guests, knowing how their stay is going, if they like everything
and if they have concerns, handling guests complaints, replying to reviews on OTAs,
keeping up with the ranking we have on our OTAs, sorting complaints as per
importance and bringing them to the General Manager
OTA review handling – reviewing all OTA platforms before the morning meeting to
know our scores and ranks and announce in the morning meeting, replying to all
guest reviews before deadlines, forwarding these to the respective Head of
Department to check if they have worked on it or not and if they guests have been
contacted
Travel Arrangements – the GM travelled every month for the Asset Manager's
Meeting in Mumbai which was a fixed meeting every month. Apart from that he
had many business meetings in various parts of India for which I had to arrange this
travel which included airport pick up drops, hotel pick up drops, travelling in the city
he is visiting, his stay in hotels, his food preferences. I have also arranged his
international travel. All travel arrangements were supposed to be cost friendly but
good services.
Calendar Management – This included all his meeting fixed in advance, daily
meetings and important meetings inside or outside the hotel. Some meetings were
fixed on the spot which required good coordination
Events – Managing events held by us operations wise and as per the requirements
of the GM
Gallagher Service Centre, Pune – Process Associate
August 2015 – March 2017
Gallagher Service Centre is a service provider to Arthur J Gallagher.
I worked for the Wholesale Business for the Client side for Pen Underwriting, a small
business taken over by Arthur J Gallagher.
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Payable Reports – monthly report made manually from all the Client entries in their
respective accounts on the system. These were really important accounts for AJG
for closing their month.
Cash matching – every day clients paid cash to the AJG account which would show
on our systems every day at 5 PM. As per the cash entry we had to figure which
Client's account would it belong to and move it that account and clear off the cash
entry with the payable entry. This was the most crucial task because the
transactions were huge and the Clients were commercial clients with many many
accounts on the system. Entries most of the times could not be reversed
Monthly statements for clients – I had to manage 100s of Client accounts. In the
beginning of each month, we had to send all Clients their statements stating how
much money they owe us. This statements were system generated however,
knowing which entry or entries are payable was the main task. These were
calculations and time frames which we had been trained on. Again, a very
important ask which brought money to the company.
Claims – We would sometimes, not everyday receive claim requests from clients.
We had to verify the details and send the verification to our team in UK.
EDUCATION
Symbiosis Centre for Distance Learning, Pune- Post Graduate Diploma in Business
Administration- Finance
June 2011 – May 2013
University of Pune, Pune- Bachelor's of Commerce – major in Costing
June 2008 – May 2013
University of Pune, Pune – French Language
Level 1 – 2008
Level 2 – 2009
LANGUAGES
English – Reading, Writing and Speaking
Hindi – Reading, Writing and Speaking
Gujarati – Speaking and Reading
Marathi – Reading, Writing and Speaking
French – Reading and Writing
