MADHAVI RAOTE
Toronto,Canada
Summary
Versatile Meeting & Office Administration Assistant with expertise in executive support, calendar management, and event logistics in corporate settings. Known for professionalism, discretion, and delivering seamless internal and client-facing experiences.
Professional office support specialist with extensive experience in administrative functions and office management. Known for reliability and adapting to dynamic work environments. Excellent organizational abilities and collaborative mindset ensure seamless team operations and goal achievement.
Overview
19
19
years of professional experience
Work History
Administrative Assistant
Pi Square
03.2025 - Current
- Oversee daily operations across three store locations, ensuring smooth communication between staff, customers, and management.
- Handle customer orders, returns, and exchanges, ensuring accurate processing and prompt fulfillment across all locations.
- Maintain accurate inventory records for all products across three locations, coordinating with vendors to ensure timely stock replenishment and product availability.
- Assist with scheduling deliveries, managing cross-location stock transfers, and ensuring products reach customers on time.
- Ensure efficient operation of point-of-sale (POS) systems, including processing transactions, handling returns, and managing customer feedback.
- Organize and maintain digital and physical records, including customer orders, invoices, and inventory logs across all locations.
Meeting Planner/Office Administrative Assistant
Endo Pharmaceuticals
11.2019 - 03.2025
- Plan, coordinate, and execute meetings, events (in-person, virtual, and hybrid) for internal teams, healthcare professionals (HCPs), and other stakeholders.
- Coordinated with external vendors for hotel accommodation, travel arrangements, food & beverage, office supplies ensuring quality delivery, cost-effectiveness, and timely execution for corporate meetings and daily operations.
- Manage logistics, venue selection, travel arrangements, accommodations, catering, A/V setup, and materials distribution.
- Supporting the on boarding process by gathering necessary documentation and providing information to new hires.
- Providing support to other HR/Admin initiatives as needed.
- Scheduling interviews and coordinating logistics with hiring managers and candidates.
- Track attendance, process payments, and handle post-event evaluations and reporting.
- Provide administrative support including calendar management, correspondence, meeting minutes, and document preparation.
- Maintain office supplies and liaise with facility management for office maintenance and equipment.
- Manage filing systems, both digital and paper-based, ensuring document confidentiality and compliance.
- Achieved a 25% reduction in travel booking errors by implementing a streamlined scheduling system.
- Managed travel booking arrangements for global team of 125, coordinating over 1000 flights annually.
- Fostered strong supplier relations and scrutinised vendor contracts to ensure accuracy, cost effectiveness and policy compliance.
- Volunteered to support multiple teams during staff shortages due to COVID, while still managing core responsibilities with excellence.
Front Office Executive
Trilegal
03.2016 - 11.2019
- Delivered exceptional client service as the first point of contact for a high-volume legal office, consistently praised for professionalism and discretion in handling sensitive client matters.
- Coordinated and organized meetings, and client briefings for partners, associates, and clients, ensuring all logistics were efficiently managed.
- Streamlined front desk operations by implementing a new visitor log and appointment tracking system, reducing scheduling conflicts by 40%.
- Managed over 100+ incoming calls and 20+ in-office visitors daily, efficiently routing inquiries and ensuring no client was left unattended.
- Played a key role in coordinating internal meetings and external legal consultations, ensuring all meeting spaces were client-ready and properly resourced.
- Handled confidential information with discretion and in adherence to privacy and data protection regulations.
Patient Experience Executive
Reliance Foundation Hospital & Research Centre
02.2014 - 10.2015
- Delivered exceptional patient service in a high-end hospital environment, achieving over 95% satisfaction scores in internal patient experience surveys.
- Acted as a key liaison for VIP and international patients, ensuring personalised care, cultural sensitivity, and seamless coordination with medical and non-medical departments.
- Trained 5+ junior staff on luxury service standards, grooming, and soft skills as part of a hospital-wide patient experience enhancement program.
- Conducted daily patient rounds across 3 inpatient departments, proactively identifying concerns and initiating service improvements that reduced patient grievances.
- Provided detailed hospital orientation, guide patients through services, and assist with non-clinical requests.
Front Office Supervisor
Grosvenor House by Jumeirah
01.2012 - 12.2013
- Ensure every guest interaction—arrival, stay, and departure—is conducted with world-class service, personalization, and discretion.
- Supervised check-in/out procedures, room assignments, and special guest requests to ensure a flawless experience.
- Personally handled VIP guests, celebrities, and dignitaries with the highest level of professionalism and confidentiality.
- Anticipate guest needs and initiate thoughtful touches that go above and beyond expectations.
- Train and mentor staff in luxury hospitality standards, grooming, etiquette, up selling, and complaint resolution.
- Monitor and maintain front office standards, lobby presentation, and adherence to SOPs.
- Assist with room inventory management, billing accuracy, and guest account audits.
- Coordinated closely with housekeeping, reservations, guest relations, and security teams to ensure a cohesive guest experience.
- Prepared shift reports, incident logs, and handovers for smooth transitions.
Front Office Team Lead
Crowne Plaza Hotels & Resorts by Taj
04.2010 - 01.2012
- Greeted guests with traditional Taj hospitality, ensuring smooth check-in/check-out procedures.
- Provided personalized service to VIP, corporate, and returning guests, fostering strong, long-term relationships and ensuring exceptional guest satisfaction.
- Handled guest feedback is documented and acted upon to continuously enhance satisfaction scores.
- Ensured accuracy in billing, room allocation, and reservation handling using PMS (e.g., Opera).
- Maintained lobby cleanliness and ambience in coordination with housekeeping and engineering.
- Coordinated with departments like housekeeping, F&B, security, and reservations for smooth guest journeys.
- Handled cash, audits, shift reports, and daily reconciliation procedures as per hotel protocol.
Front Office Executive (Part Time)
Jurys Inn Hotel Group
08.2009 - 02.2010
- Delivered courteous and professional service to 100+ guests daily, including business and transit travelers at Jurys Inn London Heathrow.
- Handled front desk operations including check-in/out, room assignments, and payment processing using Opera PMS.
- Resolved guest complaints and last-minute issues efficiently, contributing to high satisfaction scores on post-stay reviews.
- Provided timely local area and airport-related information, including transport options, flight timings, and wake-up call scheduling.
- Liaised with housekeeping and maintenance to ensure quick room turnovers and special guest requests.
- Maintained accuracy in daily cash handling, guest folios, and shift reports during solo and team shifts.
- Recognized by superior for consistently upholding composure and professionalism during peak times and flight disruptions.
Industrial Trainee
Taj Hotels
11.2007 - 05.2008
Industrial Trainee
Fariyas Resorts
12.2005 - 01.2006
Education
Master of Business Administration - MBA - Business Administration, Management and Operations
Wrexham University
05.2013
Postgraduate Degree - Hospitality Administration/Management
Ealing Hammersmith and West London College
01.2011
Bachelors - Hotel and Tourism Management
University of Mumbai
01.2008
Skills
- Meeting & Event Planning
- Executive Calendar Management
- Front Office & Guest Relations
- Travel & Itinerary Coordination
- Client & VIP Service Excellence
- Multitasking in High-Pressure Environments
- Office Administration & Filing Systems
- Cross-Functional Communication
- Vendor & Logistics Management
- Time Management & Prioritization
- CRM & Booking Systems(Opera & SAP Concur)
- MS Office Suite
Timeline
Administrative Assistant
Pi Square
03.2025 - Current
Meeting Planner/Office Administrative Assistant
Endo Pharmaceuticals
11.2019 - 03.2025
Front Office Executive
Trilegal
03.2016 - 11.2019
Patient Experience Executive
Reliance Foundation Hospital & Research Centre
02.2014 - 10.2015
Front Office Supervisor
Grosvenor House by Jumeirah
01.2012 - 12.2013
Front Office Team Lead
Crowne Plaza Hotels & Resorts by Taj
04.2010 - 01.2012
Front Office Executive (Part Time)
Jurys Inn Hotel Group
08.2009 - 02.2010
Industrial Trainee
Taj Hotels
11.2007 - 05.2008
Industrial Trainee
Fariyas Resorts
12.2005 - 01.2006
Postgraduate Degree - Hospitality Administration/Management
Ealing Hammersmith and West London College
Bachelors - Hotel and Tourism Management
University of Mumbai
Master of Business Administration - MBA - Business Administration, Management and Operations
Wrexham University
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