1. Shahista Jabeen
Address: Anna Nagar West, Chennai- 600 040.
Telephone: 97910 04549
E-mail: shahistaja@yahoo.com
16 Years of Executive Assistant Experience
Intend to pursue a challenging career and self-achievement in the coming years by utilizing the experience over
a period of 17 years. I am a go-getter and have always shown outstanding performance in my assignments. I
want to serve an esteemed organization holding a responsible position, ensuring credible performance and
loyalty, which leads to reputation on high pedestal. I am also open to diverse the opportunity to work in other
industry.
Core Competencies
Office Administration
· Coordinating call conferences, meetings, Circulate agenda, Preparation of MOM, reports and collates
presentations for the meetings.
· Follow up on pending action till its closure
· Maintaining of confidential and official files
· Coordination with all other Departments internally & offices in other locations for official Business.
· Assisting the Directors in all administrative related jobs.
· Besides handling entire gamut of expatriate management of our complete pan India clientele.
· Maintain appointments, receives visitors, screens calls and mails, arranges travel, answer routine and often
complex inquiries.
· Make administrative decisions requiring a wide knowledge of organization, policies and practices.
· Handling company’s confidential Documents.
· Information collection from various sources (Internet, newspapers etc.,)
· Implementing & monitoring policies and procedures in Administration and interacting with NIIT Technologies,
Bangalore on behalf of CoKinetic System Corp.
· Provide Assistance to the company’s auditors related to the company’s documents.
· Regular Co-ordination /Correspondence with Clients/Vendors and Bank.
Calendar Management
· Time to time update.
· Organizing meeting internal and externals booking meeting rooms.
· Voice conference.
· Sending invites.
· Enclose emails on calendar for him to refer the latest email on the scheduling meeting.
· Ensuring the manager joins the next meeting on time.
Planning Management meetings
· Yearly meeting, mapping the global meeting, team building & Strategy Workshop for leadership team.
· Plan the leadership team meeting and other main function well in advance.
· Follow up with global assistant to ensure the meeting does not clash with the yearly calendar and Indian Holidays
· Book venues in advance to save on cost.
2. Travel Planner
· Preparation of travel itinerary and agenda
· Organizing travel and Stay
· Negotiate for the best available rates with travel agents, hotels and airways
· Organizing Visas / passport / IDL (International driving license), forex etc.,
· Ensuring the best and quickest route for travel in coordination with the travel desk
· Organize accommodation for interstate and overseas visitors as directed by the Director
· Maintain corporate hospitality infrastructure.
· Travel expense claims
Expatriate Management
· Preparation of documents for Indian Consulate for their arrival
· Ensuring settlement arrangements of the visiting Expat in India (accommodation and utility services.
· Visa Extensions of expatriates and other related processes such as Police verification and FRO liaison
· Maintaining updated data for expats visa, passport and residential permits.
· Maintaining records relating to expenses on expats.
· Creating and maintaining Liaison with government officials.
· Ensure smooth and hassle free stay of the expat in India.
· To get visa for expats if they travel to another country on business trip.
· Processing of all the bills relating to expats in accordance to Company Policy.
· Hotel booking for expats and processing of bills
· Taxi arrangement for expats
Media and External Communication
· Maintain relationships with key media journalists.
· Developing and nurturing media relations and Ensure quality coverage in media
· Create and implement strategic / effective communication strategy for engaging media
· Develop and manage content for media releases and coordinate with the PR agencies for effective execution.
· Getting articles written by the key spokespersons published in the media.
· Plan with the agencies on the upcoming campaigns.
· Coordinate with various PR agencies, printers, event organizers and sponsors.
· Liaise with the PR agencies and Vendors on the optimal spend of the budgets
· Oversee designing, content, and printing of all the thought papers
· Coordinating press conferences and handle media briefings.
· Solely handling entire emails, people gatherings and appointment for all foreign visitors.
Admin & HR
· Coordinating employment interviews and prepare letters of offer to promising candidates.
· Issue letters of rejection to unsuccessful candidates.
· Co-ordinate and negotiate with advertising and employment agencies in search of good candidates.
· Joining Formalities and Induction Training for newly joined employees.
· Compensation and benefits administration and record keeping.
· Maintaining employee files and the HR filing system.
· Assisting Exit Interview Process
· Assisting with the day to day efficient operation of the HR office.
· Actively involved in the training and development. Also involved in the employee appraisal process.
· Attendance and leave records.
3. · Handling employees queries on HR issues.
· Taking care of Transportation, housekeeping, security, pantry services.
Employee Events
· Support communication team in organizing Communication Meetings and Employee Open House Sessions
· Support in organizing Ayudha Pooja, Diwali, Christmas, Pongal, Annual day and Sports day celebration
Work Experience
· Working as Sr. Executive Secretary to the President of Scope e- Knowledge since April 2014
· Worked as an Executive Assistant to the Managing Director of WAM since Oct 2013 to Mar 2014.
· Worked as an Executive Assistant to the Celebrities from Mar 2010 to May 2013.
· Worked as an Administration & Executive Assistant to the Director in CoKinetic Systems India Pvt Ltd.,
Bangalore from April 2006 to Mar 2010.
· Worked as a Personal Assistant to MD and Office Administrator in Sign Sites, Chennai from Aug 2001 to April
2006.
· Worked as a Front office Receptionist and Admin. in Wide Effects, Chennai from Jan 1997 to July 2001.
Education, Technical Qualification, Computer Knowledge
· Currently Pursuing Company Secretaryship Certification from The Institute of Company Secretaries of India.
· Pursuing TALLY from CSC - Chennai.
· Bachelors’ degree in Business Administration from Periyar University, Chennai.
· Passed Senior School Certificate Examination (10+2) from, Anna Adarsh, Chennai – 1992.
Other Qualifications
· Certificate of Diploma in Institute of Airlines and Travel Agency
· MS office
· Office Management & Secretary ship with Typing
· Documentation Management
· ADCA (Advanced Diploma in Computer Application)
Sports Achievements
· Represented State In Table Tennis (TamilNadu)
· C-Zone winners – Basket Ball, Javelin
· Duke of Edinburgh Award - Gold & Silver Standard.
Personal Details
Father’s Name : Mohammed Noorullah
Marital Status : Married
Nationality : Indian
Language : Fluent in English, Hindi, Tamil, Urdu, and Kannada
(Malayalam & Telegu to some extent)
