PRIYA GONSALVES

KEY CONTRIBUTIONS IN THIS ROLE:

• Spearheaded the streamlining of operations and designed and implemented processes that significantly mitigated irregularities and potential financial losses for the company
• Proactively identified and addressed organizational changes and challenges, ensuring smooth transitions and minimal disruption
• Independently managed and delivered various projects from inception to completion, consistently demonstrating strong ownership and a results-oriented approach that achieved on-time delivery and budget adherence
• Mentored and developed team members to assume greater responsibilities, fostering their career advancement and strengthening team capabilities

WORK PROFILE:

Executive Support & Administration

• Provide comprehensive and proactive support to the CEO and Director, ensuring structured organization and smooth day-to-day operations.
• Manage and maintain complex diaries, schedules, and appointments.
• Attend meetings, prepare agendas, accurately record minutes of discussion, and diligently follow up on actionable items, disseminating information and instructions as needed.
• Prepare, edit, and proofread correspondence, reports, and presentations, proactively initiate and respond to both written and verbal communications.
• Review and analyze project reports and summaries for the Management, and prepare necessary background documents.
• Maintain organized digital and physical filing systems for both personal and official information/databases for the Management.
• Manage official payments, reimbursements, expense filing, and reconciliation for the CEO and Director.
• Supervise assigned staff, including prioritizing tasks, delegating work and projects, and providing guidance.

Operational Efficiency & Cross-Departmental Coordination:

• Coordinate and follow up with over 15 departments and international offices to ensure timely responses and the provision of necessary data and information.
• Initiate meetings to address and resolve operational matters, keeping the CEO and Director informed of progress and outcomes.
• Track discussion points and action items from meetings, proactively reminding C-Suite Executives during their interactions with relevant departments.
• Independently manage the liquidation of dead stock in collaboration with various inter-departmental team members.
• Identify problem areas and collaborate with teams to implement effective resolutions.
• Establish and facilitate weekly, monthly, and quarterly review meetings with various departments to support long-term implementation strategies.
• Follow up on complaints and CAPA (Corrective and Preventive Actions) to ensure timely and effective closure.
• Follow up on Sales Team tour plans and reports.
• Coordinate with the HR department for scheduling interviews and managing the CV database of top-level candidates.

Executive Assistance & Special Projects

• Manage personal tasks for the CEO and Director, including lease agreements, tenant management, banking, travel arrangements, insurance, household staff, and personal license renewals.
• Liaise with personal investment consultants on behalf of the CEO and Director.
• Coordinate complex international travel arrangements and provided comprehensive logistical support to executives and associates, often within minimal resources and budgets.
• Assist in resolving conflicting issues both internally and externally, employing appropriate levels of assertiveness and diplomacy to preserve positive working relationships.
• Took end-to-end responsibility for coordinating external events such as exhibitions and business gatherings.
• Conduct research, studies, and collated information critical for business growth, new opportunities, and diversification.
• Provide timely and accurate business-critical information to Management to facilitate informed decision-making.

• Streamlining the Managing Director's day-to-day operations through effective scheduling, organization, and diary management
• Serving as a key point of contact, managing correspondence (written and verbal), preparing documentation (reports, presentations), and ensuring timely information flow
• Managing the Managing Director's official payments, reimbursements, expense reports, and personal financial matters
• Maintaining confidential personal and official information databases for the Managing Director
• Facilitating seamless communication and follow-up with various departments and regional offices to obtain timely responses and critical data
• Coordinating complex travel arrangements and providing logistical support for the Managing Director and international associates within budget constraints
• Liaising effectively with various government bodies on assigned projects, ensuring timely action and closure of deliverables
• Providing assistance in resolving internal and external conflicts with diplomacy and a focus on preserving positive relationships
• Developing creative content for social and digital media posts, including writing and editing
• Contributing to the publication of marketing plans and literature
• Taking end-to-end responsibility for organizing external events such as international roadshows and exhibitions
• Contributing to projects as assigned by the Management, ensuring timely completion of actionable items
• Assisting the HR Department in the recruitment process, including applicant screening, interview scheduling, and onboarding
• Organizing internal employee events and HR initiatives
• Providing effective recommendations for addressing employee grievances and facilitating suitable resolutions
• Ensuring satisfactory closure of customer feedback and complaints

• Provide comprehensive administrative and organizational support to the CEO & Group General Manager's office
• Manage complex calendars and efficiently handle all aspects of travel desk operations
• Ensure the business center operates in a professional, efficient, and well-maintained manner
• Liaise with clients to facilitate the necessary documentation for establishing offices at the business center
• Act as a key point of contact with Government authorities, Legal departments, and Public Relations Officers (PRO)
• Manage online payment systems, including Noqodi and others
• Oversee the maintenance and upkeep of business center offices
• Handle all administrative duties related to the business center
• Collaborate closely with various internal departments to enhance and ensure smooth operational flow
• Provide assistance in recruitment processes and other HR-related activities
• Proactively contact potential business leads, conduct follow-ups, and schedule meetings
• Design and implement effective office policies
• Develop recommendations for improving overall operational efficiency and procedures

• Manage the Managing Director's office operations, including scheduling and administrative tasks
• Attend meetings, meticulously record minutes of discussion, and ensure timely follow-up on actionable items, disseminating information and instructions as needed
• Track and ensure the closure of actionable items assigned to various department heads
• Prepare comprehensive management reports and presentations, and handle self-correspondence
• Supervise assigned staff, including prioritizing tasks, delegating work and projects, and providing guidance
• Coordinate domestic and international travel arrangements for the MD and associates, optimizing resources and budgets
• Collate and prepare monthly MIS (Management Information System) reports
• Monitor work sites to ensure adherence to established methods, guidelines, standards, and procedures
• Escalate customer feedback and complaints to relevant departments and diligently follow up until satisfactory resolution
• Manage the end-to-end coordination of incentive tours/programs, foreign trips for retailers and distributors, and annual celebrations
• Monitor and evaluate the effective implementation of corporate operational initiatives according to established timelines
• Systematically organize, store, and maintain both electronic and hard-copy information and records
• Review and analyze project reports and summaries for the Management, and prepare necessary background documents
• Assist in resolving internal and external conflicts with diplomacy and assertiveness to protect working relationships
• Manage the Director's official payments, reimbursements, expense filing, and reconciliation, as well as personal payments
• Maintain personal and official information databases for the Management
• Coordinate the distribution of gifts and greetings during festivals and important occasions
• Provide support to various department heads as and when required

• Preparing Enquiries, Quotations, Proforma Invoice & Orders
• Coordinating with Clients & Factories till execution of orders
• Handling Import consignments, negotiation with Overseas Suppliers, coordinating with Freight Forwarders and ensuring safe delivery of Consignments at Final destination.
• Making Foreign Remittances, Submission of Bills of Entry to the banks, etc.
• Receiving and Screening communications, research & respond appropriately
• Managing Calendar, Hotel & Travel Bookings (Both Domestic & International)
• Maintenance and upkeep of facilities like Computers, AC, Telephones, Fax, Internet, etc.
• Collation & preparation of monthly MIS reports
• General administration (Vendor payments, Stationery, etc.)
• Supervising assigned staff, including prioritizing, assigning and directing work and projects, delegating authority and responsibilities to others as needed.

• Taking Dictations / Self Correspondence
• Coordinating with Sales & Marketing Team & the Factories
• Attending meetings, noting down minutes & follow up on actionable
• Sending Sales Orders to Factories and coordinating with Clients & Factories till execution of orders
• Preparation of Monthly Sales Reports & Outstanding lists
• Assisting the Marketing Dept. with collaterals, travel arrangements, meeting schedules, etc.
• Attending meetings, noting down minutes of discussion and follow up on actionable items.
• Preparing Project reports and summaries for the Management
• Follow up on the Manager’s actionable & ensure timely closure.

• Taking Dictations / Self Correspondence
• Preparing Enquiries, Quotations, Proforma Invoice & Orders
• Aiding in drafting and responding to Tenders floated by Government organizations
• Handling Purchase, Liaising with Suppliers & negotiating rates
• Managing Calendar, Hotel & Travel Bookings (Both Domestic & International)
• Managing the day-to-day operations of the firm in the absence of the boss, handling petty cash, Maintenance and upkeep of facilities like Computers, AC, Telephones, Fax, Internet, etc.
• Follow up on assignments given to Staff and provide status report to the Management
• Travel & Stay arrangements of International guests
• Creating & Maintaining Proper Filing Systems
• Preparing monthly MIS reports
• Provided ad hoc support around the office as required leading to seamless daily operations.
• Design and implement office policies and develop recommendations for improving departmental operations & procedures to avoid losses to the company
• Attending Exhibitions, follow up on Exploring potential business opportunities