AzethaVijayaraj

Plot No. 66, G1, VR Homes, Vignesh

Villa, Thirumalai Nagar, Kundarathru,
Moondram Kattilai, Chennai 600 069.

Mobile:8939678214/9381778277
Email: azetha@live.com

Job Objective
A goal oriented professional with 10+years of diversified work experience in Management
Functions. Multi-Functional and extensive exposure to the standard set of Administrative
ProceduresHighly motivated, detail-oriented, concise, and well organized.
Educational Qualification
2007
2003

PGDHRM
B. Com

Symbiosis , Pune
Delhi University
Professional Qualification

One year Post Graduate Diploma in Office Management from New Delhi YMCA (2003 2004)
Course Contents
Computer
Business English Communication
Corporate Management
Communication Lab.
Human Resource Management
Financial Management
Sales & Marketing Management
Organizational Behaviour
Project Report
Submitted a detailed report on FinancialManagement
Work Experience
Organization:

Nokia Solutions and Networks Pvt Ltd (8 th August 2013 Till date)

Designation:

Office Manager & Executive Assistant to Global Delivery Head, India

Key Result Areas Office Manager

Asset Management
Asset Management of Laptops, Desktops, Keyboard, Mouse, Mobile & Datacard. Asset Dash
Board to be prepared for good and faulty. Asset Management process developed and deployed.
Asset Scrapping/Waste Management/Scrap sales. Plan and manage the site asset requirements.
Guest House management
Keep track of occupancy. Optimization of rooms and expense. Verification of invoice submitted by
the GH vendor.

Branding
Taking care of Nokia Rebranding. Posters to be changedas and when required. Monitor the
progress
Real Estate
To take care of Seat Optimization, Car parking, Hygiene, Server rooms, MUX rooms, IT rooms,
UPS rooms, Battery, Electricity, First Aid, Desk Phone Maintaining list of each account and
optimization.
Transport optimization
Keeping a track of Number of routes, Number of busses, Maximum optimization. Compliance,
Supervise transport facility for all including female escort services and drops
Team Management
Maintains administrative staff by recruiting, selecting, orienting, and training employees;
maintaining a safe and secure work environment; developing personal growth opportunities.
Supplies and Inventory Management
Supply Management: Manage supplies by identifying needs for reception, switchboard, mailroom,
and cafeteria
DOT OSP Compliance
Understands and execute Admin Compliance that includes Shop and Establishments / Contract
Labour etc.
Customer Visit
VVIP customer Visit and Executive Board Member visit preparationas per process.
Arranging the Entry, Registration at the reception, to provide escort inside the office premises as
and when required.
Visa processing
Taking care of invitation letter for Visa, Processing
Vendor Management
Analyze and review contracts w.r.t facility and with all vendors of the organization. Evaluation,
Cost control.
HR Support
Event Management, Organizing Town Halls, Employee Engagement programs.
New employee orientation: Induction on admin policies, procedures to new employees
Interface with HSS for OHSAS, ISO 27000, etc

Key Result Areas Executive Assistant

Schedule Management
A senior executive assistant coordinating the schedule of boss, prioritizing functions and
appointments, ensuring that meetings, deadlines presentations and other duties of the executive
office are carried out seamlessly. Making travel arrangements, coordinating flights,
accommodations and other itinerary specifics filing expenses.

Records and Reports

Coordinating and updating the weekly report of all the streams and direct reportees and doing all
required Approvals on global heads behalf of global head. Responsible for ordering supplies,
reserving conference room space and getting purchase orders approved.
Board Liaison
In an organization with a corporate board of directors, executive board or advisory council, often
serving as the liaison between the executive office and board members. Facilitating
communication, planning events, distributing information, drafting agendas and scheduling
meetings and records the minutes.
Staff Supervision
Supervising junior level staff, including executive assistants and secretaries. Coordinating the
efforts of these parties in effectively running the executive office, training staffers on internal
processes and systems and ensuring all necessary functions are appropriately covered.
Gatekeeping
Gatekeeping is a significant responsibility - between the public, clients and customers, staff
members and the boss. In this capacity, responsible of fields phone calls, taking requests for
meetings and coordinating various aspects of interdepartmental communication as necessary..
Supporting case works
Preparing assigned head's timesheet and expense report in accordance with company
guidelines. Ensuring timely reconciliation of all expense statements and keep track of all payment
timelines.
Employee Engagement
Involved in Employee Engagement - Engaging employees through driving various strategic-based
initiatives i.e. coffee sessions with Global Head, informal skip level meetings.

Organization:
Designation:

Rentokil Initial India Pvt Ltd (14 th May 2012 7th August 2013)
Executive Assistant to Managing Director (EXPAT)

Key Result Areas - Executive Assistant Role

Calendar Management, Organizing Conferences, Meetings,

Logistics Management
Providing executive level administrative support to the MD
Handling independent communication (formal/e-mail)
Responding to queries and requests from both internal and external
customers in a professional manner.
Acting as a liaison between the external or internal executives, VPs,
managers and stakeholders and coordinate meetings/calls and
Audio/Video conferences and tele conference.

Coordinating meetings and events including finding a location, catering,

rate negotiation(budgeting), attending the events to provide support,
prepare materials, and other needs for a successful event
Scheduled VIP travel for executives to include business class airline
reservations, limousine services, and luxury hotel reservations. Arranged
corporate jet accommodations at private airports and worked closely with
the flight services department for late/early arrivals. Provided travel folder
to executives with detailed itinerary
Preparing monthly expenses report for and check travel expenses for
direct (Domestic and international) report and send it to the finance
department
Preparing agenda and collect materials for meetings, speeches, and
conferences. Maintains and/ or creates files or record keeping systems
(official as well as personnel)
Coordinating with the foreign delegates, different personnel and officers
related to the training and business meetings, conferences
Assist in coordinating all internal celebrations in office

Key Result Areas - Administration Role

Organization:
Designation:

Supervise and manage all day-to-day office administrative activities.

Supervising the front office desk and coordinating the front office
executive.
Managing Office Administration
Managing drivers by maintaining their daily schedule, maintain records of
Car Register, Salik, Petrol, Car servicing.
Co-ordination &maintenance of systems related to Housekeeping.
Managing vendors and keeping track of cycle of all maintenance
contracts and AMCs.
Travel coordination for guests and staff.

Reliance Communications Ltd., Delhi (2ndAug 2007 20 thApril 2012)

Executive Assistant to Hub CS Head, Chennai

Key Result Areas

Organization:
Designation:

Supporting the HOD in day to day work by providing total secretarial

assistance.
Preparing the reports on revenue, churn etc
Handling the Nodal & Appellate customer issues.
Coordinating for the SMS & IVR relay.
Organize and coordinating meetings, conferences, travel arrangements
Maintaining schedules and calendars
Taking and distributing the minutes of meetings & concalls
Ensuring inter office coordination.

Reliance Communications Ltd.

Executive Assistant to Circle Head, Kerala

Key Result Areas

Calendaring, meeting and travel management

Actively managing the calendar of CEO with an accurate and prompt

manner with an overall understanding of business priorities to offer
alternatives, tradeoffs and consideration of the most efficient use of
Heads time, ensure regular follow ups and provides timely reminders as
necessary;
With minimum instruction, communicating accurately and well both inside
and outside the company to determine the most appropriate next steps
from scheduling standpoint;
Organizing travel arrangements; anticipating and co-coordinating pointto-point travel and logistics needs, including but not limited to directions,
commuting time and ground transportation, passport and visa
processing.
Able to take on expanded work responsibilities as necessary.

Supporting business development activities

Actively managing and updating clients contact/database, by ensuring
the accuracy and timely input of new client contacts into the database;
Telephone answering and screening of calls.
Organizing internal and external meetings and conferences assigned by
Global Heads/Team heads.
Supporting case works
Preparing assigned head's timesheet and expense report in accordance
with company guidelines. Ensuring timely reconciliation of all expense
statements and keep track of all payment timelines;
Proactively keeping track of assigned Partners resumes with the updated
profile and accurate translation. Send people the resume upon request
after assigned O/P/PL's review.
Other responsibilities and team contributions
Supporting team and other office activities
Providing back-up assistance to other EAs
Providing general administrative support to partners to leverage time,
which may include to prepare reimbursements, medical insurance claims
and keeps tracking of travel days associated with tax filing in overseas,
memoranda, slide decks, etc.;
Organization:
Designation:

Reliance Communications Ltd.

Executive Assistant to Regional Head, Delhi

Key Result Areas

Supporting the Regional Head in day to day work by providing total

secretarial assistance.
Preparing reports, MIS and Presentation etc.
Arranging conferences, video conferencing and meetings.

Handling all incoming and making outgoing calls for Regional Heads
office.
Ensuring inter office coordination between departments and delegating
information on the behalf of the Regional Head.
Preparing travel plan for the Regional Head. Making travel and hotel
arrangements.
Ensuring that all communication and information are passed to all the
departments, which considered vital for their depts. functioning.

Organization:

Reliance Communications Ltd.

Designation:

Marketing Coordinator, Delhi

Key Result Areas

Responsible for Purchase Requisition (PR) generation & release for

Outdoor, Signages & Collaterals
Generating Service Entry (SE) for Outdoor, Signages & Collaterals.
Maintaining of PR/WO/SE tracker and also maintain tracker to highlight
late payments.
Maintaining the Expense Tracker (COCA Tracker) of Marketing Depts.
Maintaining tracker for each RFA (Request for approval) starting from
RFA no. tracking and recording each activity till payment is made.
Preparing financial report, provisioning etc of Marketing at the end of the
month.
Processing of Trade Promotion Expenses.
Printing & Execution of the Outdoor Media.
Responsibility of the Inventory management of marketing dept.
SAP entries of expenses of Marketing.
Interdepartmental coordination for gathering of info on marketing Budget.
Ensuring spends are done within the approved monthly budgets .

Organization: Modi Group of Companies(Aug 2005 Jul 2007)

Designation:

Executive Assistant to Managing Director, Delhi

Key Result Areas

Providing total secretarial assistance to the MD.

Scheduling appointments and ensuring that commitments are
maintained.
Updating MD on a day to day happening in various department on her
absence.
Maintaining confidential records, contact database, travel expenses etc.
Coordinating between different departments.
To follow up with clients of MD.
Making arrangements for meeting, conferences etc.
Handling all inbound and outbound travel and tour arrangements.
Hotel booking in India& abroad.
Handling all incoming and making outgoing calls.

Organization: Trutek India (May 2004 July 2005)

Designation:

Secretary cum Office Coordinator, Delhi

Key Result Areas

To follow up with the distributors and clients of all over India.

Handling all secretarial work.
Preparing MIS, invoice etc
Maintaining confidential records, contact database etc
Handling and making calls.
Coordinating between different departments.
Maintaining records of all expenses like petty cash
Reporting to the Circle Head.

Personal Details
Date of Birth

25th February 1982

Marital Status

Married

Husbands Name

Vijayaraj Damodaran

Hobbies

Listening to music, Watching TV and Interacting with people.

Language Known

English, Hindi, Malayalam and Tamil.

Reference: Available on request

Date:
Signature: