Shahista Jabeen is an executive assistant with 16 years of experience seeking a challenging new position. She has a proven track record of outstanding performance and reliable service. Her skills include office administration, calendar and travel management, expatriate assistance, media relations, and human resources. She is pursuing certifications in company secretaryship and accounting software. She is fluent in several languages and has experience working for corporations in Bangalore and Chennai.
8+ years of experience in the field of Administration, Secretarial & Office Management seeking suitable opportunities across any industry(ies) with a rewarding environment and bright prospects of advancement.
8.5 Years in handling Projects from start to end, knowledge of project forecasting, tracking, project resource management, arranging training, coordinating within the team to make sure that Project is delivered on time. 8 years of experience with exposure in Executive Functions, HR, Administration, Operations
8+ years of experience in the field of Administration, Secretarial & Office Management seeking suitable opportunities across any industry(ies) with a rewarding environment and bright prospects of advancement.
8.5 Years in handling Projects from start to end, knowledge of project forecasting, tracking, project resource management, arranging training, coordinating within the team to make sure that Project is delivered on time. 8 years of experience with exposure in Executive Functions, HR, Administration, Operations
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)