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Curriculum Vitae - Ayesha Sultana

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Curriculum Vitae - Ayesha Sultana

  1. 1. Ayesha Sultana Contact No: +91 7718 854 210 Email:mohdayesha@gmail.com =================================================================================================== PROFILE SUMMARY:  Highly motivated, multi-lingual administrativeprofessional with 8+ years of experience providing executive level support, Self-starter with exceptional interpersonal and organizational abilities,and a proven history of managing multiple projects simultaneously while supporting daily office operations. Expertise in calendar management, multi-line phone systems, meeting coordination, expense reporting, travel arrangements and budget administration.  AREAS OF EXPERTISE:  Administrative Support  Travel Arrangements  Expense Reporting  Calendar Management  Customer Service  Event Coordination  Project Management  Writing & Editing  Issue Resolution  MS Office EMPLOYMENT DETAILS: LONZA INDIA PVT LTD, as Executive Assistantto the Managing Director, Head of India Operations fromJul- 2011 to till date. Key responsibilities:  Organizingcomplete overseas and domestic travel (ticketing, visas through travel agent, preparation of invitation / visa letters hotel booking, vehicle arrangement, Insurance and Forex etc) for the MD, their families, other associates as indicated by the MD and for Senior Management whenever traveling in a group.  Sending meeting requests through Outlook to the Clients and Sr. Managers as and when needed  Arranging monthly internal Senior Managers and Town Hall meetings through WebEx.  Maintaining a robust calendar of appointments for the MD. Working together with Senior Management team for fixing external and internal meetings with MD  Edit and draft business correspondence, presentations, emails and other documents.  Provide assistance to the Managing Director in order to maintain smooth operation of office.  Taking Dictations, preparing minutes of meeting and circulating the same as on when required to the department heads  Maintain contact database, appointment schedules and calendars for the Managing Director to attend meetings and conferences.  Maintain all the confidential Legal Agreements of the Company and send update on monthly basis to the Global Team.  Organize, operate and maintain a comprehensive hard copy and electronic filing system.  Opening, sorting and categorizing all incoming information to the department and getting it to the appropriate people in a timely fashion  Producingdocuments, briefingpapers,reports, presentations,company brochures etc while Director is travelling / attending meetings.  Active participation during board meetings by coordinating with facilities team for speeding up in time arrangements of airport transfers for board of directors, arranging accommodation as per their requirement, looking after the arrangements of snacks, lunch etc. Coordinating with internal teams to prepare required documents for the meetings, etc.  Coordinate in preparation of MIS monthly reports or any other periodical reports.  Monitoring and coordinating relevant payment clearance, membership renewals, credit card payments, travel bills - official and personal,mobilebills etc.and processingMD's travel expense reports and reconciling the same with Accounts.
  2. 2.  Assistthe management team in their scheduling (likeinterview/ call conference / OHP Projectors / laptop / Data management etc...) Additional responsibility as Sr. Administration Executive - Facilities & Management  Facility Management - ensuringday-to-day smooth runningof the office and facilities.  Independently handlingVendors,Housekeeping / Pantry Services,Security Supervision,Medical Facility,Mail Room, Electrical/Air Conditioning,Plumbing,Infrastructurerepairs,Food and Beverages, Printing,Access Control, EPBAX, Call billing,Record management etc.  HandlingTransportfor officeemployees and clients / Hotels and High End cars bookingfor clients  Check and verify all administrativeand miscellaneous bills and accordingly processfor the vendor payments  Communication : Operation and maintenance of the telephonic communication system for uninterrupted communication  Sourcingand Acquisitions - procurement of office stationary,housekeeping items, pantry items, other items needed for runningof office  Responsiblefor maintainingClient’s physical security,automated security system, and employee identification card system OfficeEquipment and Supplies  Manage vendor payment process for all invoices and develop outlook and accrual reports  Identification of suitablevendors,conductingvendor capability analysis,collection and preparation of quotes, shortlisting,and evaluatingthem  Direct the administration of the contracts,track and evaluate vendor performance, record payments and resolve, with purchasinggroup and vendor, any contractual problems.  Manage the shuttle services provided to local employees, includingrouting,timing,fuel, logbook etc and optimum utilization with the leastcost  Creating & maintainingall thePurchaserequisitions in SAP for new requirements.  OrganizingimportantTeam lunches,meetings, events, Birthdays,promotion & Farewell celebrations/parties. Takingcare of all therequirements likeorder placing,quantity,gifts,menu, invitations,and venue etc.  Manage all Travel bookings,Cab bookings and hotel reservations for the entire team and preparingand submittingmonthly travel report to the financeteam, also assistingthefinanceteam with the payments & approvals regardingthe travel. RCC Laboratories Pvt Ltd, as Executive Assistant to the CEO & Director fromJan 2008 to July 2011. Key responsibilities:  Organizing client visits and meetings (including room bookings, refreshments, note-taking, ticket (Air, Bus & Train) booking and transport arrangements where needed)  Fixing appointments for Chief Executive Officer (CEO) & Director and staff with vendors & visitors.  Drafting and handling correspondence for the Chief Executive Officer (CEO) & Director and Department Heads and Study directors.  Edit and draft business correspondence, presentations, emails and other documents.  Provide assistance to the Chief Executive Officer (CEO) & Director in order to maintain smooth operation of office.  Organizing weekly, internal business meetings, taking the minute of the meeting and distributing to the participants.  Maintain contact database, appointment schedules and calendars for the Chief Executive Officer (CEO) & Director to attend meetings and conferences.  Maintaining Confidential internal documents of the management for the Chief Executive Officer (CEO) & Director  Arrange travel schedule and reservations for Management as needed  Prepare expense reimbursements for Chief Executive Officer (CEO) & Director in a timely manner  Calendar Management for the CEO  Coordinate in preparation of MIS monthly reports or any other periodical reports.  Visa Processing for Chief Executive Officer (CEO) & Director and staff for international visits.  Successfully completed and attended the GLP audit at the facilities.
  3. 3. Orbit TechnologiesPvtLtd, as Personal Assistantto the Managing Director fromOct 2004 to Jan 2008. Key responsibilities:  Organizing client visits and meetings (including room bookings, refreshments, note-taking, ticket (Air, Bus & Train) booking and transport arrangements where needed)  Fixing appointments for MD and staff with vendors & visitors.  Drafting and handling correspondence for the Managing Director and Department Heads and Study directors.  Edit and draft business correspondence, presentations, emails and other documents.  Provide assistance to the Managing Director in order to maintain smooth operation of office.  Organizing weekly, internal business meetings, taking the minute of the meeting and distributing to the participants.  Maintain contact database, appointment schedules and calendars for the Managing Director to attend meetings and conferences.  Maintaining Confidential internal documents of the management for the Managing Director  Arrange travel schedule and reservations for Management as needed  Prepare expense reimbursements for Managing Director in a timely manner  Coordinate in preparation of MIS monthly reports or any other periodical reports.  Visa Processing for MD and staff for international visits.  Drafting quotations & Tenders & assisting Marketing Department in marketing activities like booking Exhibition counters/stalls, paper ads, conferences, seminars….  Sending documents through Courier, Fax & E-mails.  Receiving Incoming & Outgoing calls and transferring the calls through EPBAX.  Maintaining Inward and outward documents EDUCATION DETAILS:  Graduation in B.Com from Holy Cross Degree College in the year 2004  Intermediate from Holy Cross Jr.College in the year 2001  SSC from St. Ann’s High School in the year 1998 TECHNICAL SKILLS:  Strong organizational, administrative and analytical skills.  Excellent spelling, proofreading and computer skills.  Ability to maintain confidentiality.  Excellent working knowledge of all Microsoft Office packages.  SAP ERP Functional Module  Ability to produce consistently accurate work even whilst under pressure.  Ability to multi task and manage conflicting demands.  Ability to type at least 60+ wpm PERSONAL PROFILE: Father’s Name : Mohd Moizuddin (Late) Date of Birth : December 06, 1983 Marital Status : Unmarried Languages known : English, Hindi & Telugu Passport No. : J8992754 (Ayesha Sultana)

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