Neelam Joshi
Executive Office Assistant
Summary
Driven and resourceful administrative professional with 20+ years of experience assisting with work of high-achieving executives. Track record supporting professional needs with well-organized precision. Successfully manages high-volume workloads in rapidly changing environments. Dependable and quick-learning team player with effective communication and organization skills.
Overview
22
22
years of professional experience
Work History
Executive Assistant for C-Suite Executive Middle East & South Asia 'MESA'
Egis
Dubai
10.2021 - Current
- In my role I am first point of contact for MESA Regional Office, for other offices across the globe.
- Managed Travel & high profile meetings for Group CEO, during their visits to MESA Region.
- Managed executive calendars, streamlined meetings and communication channels, resulting in a 30% increase in their available time for strategic decision-making and leadership activities.
- Implemented a new project management system for the executive team, improving task tracking and completion rates by 40%, enhancing overall productivity.
- Coordinated and executed high-level corporate events and board meetings.
- Maintained confidentiality with sensitive documents, ensuring proper storage and distribution as needed.
- Streamlined executive communication by managing emails, phone calls, and scheduling appointments.
- Managed complex international travel arrangements for C-Level executives, reducing travel-related issues by 50% and ensuring seamless business operations across continents.
- Processed travel expenses and reimbursements for executive team and senior management group.
- Organized and coordinated conferences and monthly meetings.
- Contributed to budget management by monitoring expenses and providing detailed expenditure reports regularly.
- Screened calls and emails and responded accordingly to support executive correspondence.
- Proactively identified areas requiring attention or improvement aligning priorities effectively in line with executive preferences.
- Improved office efficiency by implementing new filing systems and document management processes.
- Facilitated training and onboarding for incoming office staff.
- Supported business and hospitality needs of corporate partners and staff during meetings and company events.
- Developed strong relationships with vendors leading to improved contract terms resulting in cost savings for the company.
- Updated and maintained confidential databases and records.
- Managed mail and both incoming and outgoing correspondence, mail, email and faxes.
- Filed paperwork and organized computer-based information.
- Volunteered to help with special projects of varying degrees of complexity.
- Greeted arriving visitors, determined nature and purpose of visit and directed individuals to appropriate destinations.
- Ensured smooth daily operations through consistent maintenance of office equipment, troubleshooting issues when necessary.
- Coordinated events for staff members, promoting team-building activities and boosting morale within the workplace.
- Handled confidential and sensitive information with discretion and tact.
Executive Personal Assistant to the Chief Executive Officer
L&T Construction
Sharjah, UAE
12.2019 - 10.2021
- Provided extensive executive support to the CEO, including diary management, travel arrangements, correspondence handling, and office management.
- Facilitated effective communication between executives and their direct reports through timely correspondence management.
- Prepared meeting agendas and materials to ensure productive discussions during board meetings or executive sessions.
- Collaborated cross-functionally with various teams in order to drive successful completion of large-scale projects.
- Provided exceptional customer service when interacting with clients or vendors on behalf of the executive team.
- Liaised with internal departments and external partners, fostering strong professional relationships.
- Managed confidential information with discretion, maintaining the highest level of trust and professionalism.
- Streamlined communication processes for increased efficiency and effectiveness in daily operations.
- Organized high-level events, ensuring seamless execution and positive attendee experiences.
- Arranged domestic and international travel plans and itineraries.
- Responded to emails and other correspondence to facilitate communication and enhance business processes.
- Coordinated international and domestic travel logistics including flight itineraries, hotel reservations and car services.
- Coordinated events and worked on ad hoc projects.
- Created and managed office systems to efficiently deal with documentation.
- Oversaw personal and professional calendars and coordinated appointments for future events.
- Answered phone calls and addressed customer questions and concerns to promote satisfaction and continued business.
- Attended meetings, took notes and tracked action items.
- Provided general administrative support including scheduling meetings, making travel arrangements and managing documentation.
Executive Secretary to the Chief Executive Officer
Sobha Engg. & Contg. LLC
Dubai, UAE
05.2015 - 11.2019
- Acted as the office manager for the CEO, handling email correspondence, diary management, travel arrangements, and event coordination.
- Organized and updated schedules for executives.
- Responded to emails and other correspondence to facilitate communication and enhance business processes.
- Handled confidential information in professional manner.
- Maintained strict confidentiality in all aspects of personal, financial, and corporate information.
- Coordinated successful meetings and events by meticulously planning agendas, logistics, and materials.
- Coordinated travel arrangements and bookings for executive staff.
- Produced accurate office files, updated spreadsheets, and crafted presentations to support executives and boost team productivity.
- Managed expense reporting to ensure accuracy and adherence to budgetary guidelines.
- Streamlined office operations for optimal efficiency by implementing effective filing systems and organizational tools.
- Served as a liaison between executives, staff members, clients, and stakeholders to maintain effective communication channels.
- Managed vendor relations ensuring the best quality services at competitive prices while maintaining strong partnerships.
- Orchestrated successful conferences and associated travel for speakers and attendees.
- Managed mail and both incoming and outgoing correspondence, mail, email and faxes.
- Volunteered to help with special projects of varying degrees of complexity.
- Greeted arriving visitors, determined nature and purpose of visit and directed individuals to appropriate destinations.
Executive Assistant to the Chairman
Signature LLC
Dubai, UAE
04.2014 - 04.2015
- Provided executive support to the chairman, including purchasing, client meetings, and trip arrangements.
- Enhanced Chairman''s productivity by managing schedules, appointments, and travel arrangements.
- Leveraged advanced technical skills in drafting memos, letters, emails tailored to various recipients'' preferences or requirements.
- Cultivated an inclusive office culture by coordinating team-building activities aimed at boosting employee morale and engagement levels.
- Boosted company reputation by representing the Chairman professionally in correspondence with high-profile clients or guests.
- Ensured accurate record-keeping of important files through meticulous documentation practices.
- Streamlined office operations for efficiency with strong organizational and multitasking skills.
- Served as a reliable liaison between the Chairman and internal/external stakeholders, fostering positive relationships.
- Supported Chairman''s professional development goals through proactive calendar management, event coordination, registration assistance.
- Prepared comprehensive meeting agendas and materials to ensure smooth executive meetings and decision-making processes.
- Managed sensitive information discreetly, maintaining strict confidentiality at all times.
- Handled confidential and sensitive information with discretion and tact.
- Processed travel expenses and reimbursements for executive team and senior management group.
- Supported business and hospitality needs of corporate partners and staff during meetings and company events.
- Filed paperwork and organized computer-based information.
- Organized logistics and materials for each meeting and took detailed notes for later dissemination to key stakeholders.
Senior Executive
Sutherland Global Services
Mumbai
07.2007 - 01.2013
- Handled travel arrangements for staff and executives, including CEO and COO, and assisted in expense management and report preparation.
Front Desk Executive
Syntel Ltd
Mumbai
05.2006 - 06.2007
- Managed travel arrangements for staff and executives, including CEO and COO, and assisted in expense management and report preparation.
Customer Care Executive for Health Insurance
Royal Sundaram Insurance Company
Kolkata
12.2005 - 04.2006
- Handled customer care and administrative tasks, including guest relations, documentation, and policy-related activities.
Customer Services Manager
Market Trends Pvt. Ltd.
Mumbai
02.2002 - 04.2005
- Managed customer services, administration, and facilities, including client queries, financial reports, sales/marketing support, and travel coordination.
Education
Master of Science - Electronics Technology
University of Mumbai
Mumbai, India 04.2001 - 04.2001
Bachelor of Science - Physics
R J College of Art And Science
Mumbai, India 04.2001 -
Skills
Excellent Communication
Task Prioritization
MS Office
Social Media
Executive Support
Office Management & Administrative Support
Organizational Skills
Information confidentiality
Executives Schedule & calendar planning
Travel arrangement & Coordination
Conference & Event planning
Expense Reporting
Resourceful
Conflict Management
Languages
English
Bilingual or Proficient (C2)
Hindi
Advanced (C1)
Gujrati
Upper intermediate (B2)
Marathi
Upper intermediate (B2)
Interests
Canvas Painting
Singing
Cricket
Timeline
Executive Assistant for C-Suite Executive Middle East & South Asia 'MESA'
Egis
10.2021 - Current
Executive Personal Assistant to the Chief Executive Officer
L&T Construction
12.2019 - 10.2021
Executive Secretary to the Chief Executive Officer
Sobha Engg. & Contg. LLC
05.2015 - 11.2019
Executive Assistant to the Chairman
Signature LLC
04.2014 - 04.2015
Senior Executive
Sutherland Global Services
07.2007 - 01.2013
Front Desk Executive
Syntel Ltd
05.2006 - 06.2007
Customer Care Executive for Health Insurance
Royal Sundaram Insurance Company
12.2005 - 04.2006
Customer Services Manager
Market Trends Pvt. Ltd.
02.2002 - 04.2005
Master of Science - Electronics Technology
University of Mumbai
04.2001 - 04.2001
Bachelor of Science - Physics
R J College of Art And Science
04.2001 -