Soumya Singh
Kamloops,BC
Summary
An experienced, responsible, motivated & organized professional with 10 + years of experience as administrative assistant in a fast-paced work environment and provided comprehensive support to dedicated high-level executives. Also, an expertise in managing calendar and scheduling with outstanding skills in multitasking, in organizing & planning events and travel itinerary and managing daily clerical needs.
Seeking to apply with detail oriented talent and adaptable personality to company's need.
Overview
11
11
years of professional experience
Work History
Program Assistant
Ministry of Children and Family Development, MCFD
10.2023 - Current
- Assisted with planning and coordinating day-to-day and special program activities.
- Provided administrative support to department leadership, streamlining daily operations through efficient task prioritization and delegation skills.
- Prepared contracts & contract modifications of physician on panel depending upon the sessions completed as allotted to each physician in a financial year.
- Ensures that all of the required contract documentation is collected, completed and filed (e.g. insurance, direct deposit, payment initiation form)
- Supported planning and coordination of Children & Youth Mental Health program and associated activities.
- Managed both digital and physical filing systems and retrieved documents as required.
- Supervised administrative support staff including assignment of work, development and evaluation of performance plans and approval of leave.
- Provided financial support such as monitoring expenditures, coding and processing business expense forms and invoices, reconciling purchase card expenditures, and administering the petty cash account, checks accuracy and completeness of financial documentation.
- Types, formats, and proofreads a variety of documents and materials such as memos, presentation materials, graphs, flow charts, tables, reports, briefing notes, correspondence, spreadsheets, and drafts or hand-written notes using desktop tools such as Word, Excel, PowerPoint, and Outlook.
- Responding to routine verbal and written inquiries from the public, government staff and other agencies.
- Maintains the director’s calendar and makes travel arrangements, updates, arranges meetings appointments, and compiles files, correspondence, and resource material in preparation for meetings and appointments.
- Scheduling meetings, makes necessary arrangements (e.g., meeting dates and locations, required equipment, and catering), prepares agendas with pertinent background information, tracks action items, and takes and distributes minutes.
- Provided recommendations for updates to and maintains administrative policy and procedures manuals.
- Arranges conferences/conventions, including booking meeting locations, arranging logistics and attending meetings.
- Assists with human resource administrative functions.
- Supports and maintains contract information databases and systems related to performance/quality indicators. Provides up-to-date reports to Executive Directors, Directors, Program managers and staff.
- Prepared award letters and other required documentation for signature by authorized signing authority.
Team Administrative Assistant
American Express
04.2017 - 09.2022
- Assisted executive directors in calendar management including cooperative handling and scheduling all meeting requests & appointments and travel arrangements for dedicated directors.
- Processed expense reimbursements submissions on Concur, process department requisitioning and other budget related activities.
- Assisted in preparation of presentations and extensive event planning.
- Primary contact for employees in the team for any concerns, managed expense reporting, functional department reporting for daily-weekly-monthly metrics and project tracking/updates.
- Manage the set-up and logistics & planning details for off-site meetings as directed by the executives.
- Coordinated with hotel representatives for arrangements required in conferences during leadership visits.
- Maintained organization charts & database (team member details) & sending out celebratory mails to wish them on their special days.
- Manage all correspondence by formatting digital documentation by changing font size, indentations and spacing, keeping the important documents ready as required. including mailings, faxes, inter-office communication and some email.
- Collaborate with other teams and their admins when required.
- Booking meeting rooms for executives and their teams for internal meetings.
- Inventoried and ordered supplies to maintain consistent access to required items & deal with vendors for the requirements of FOREX, stationary, event meals etc..
- Offered team members expert clerical support to keep everyone on-track with operational and project requirements.
- Maintaining a track report of teams' compliance trainings in co-ordination with L&D team and updating the VP's & team directors.
- Taking minutes during meetings and disseminated information afterwards.
Senior Executive
Australian Vocational Training & Employment Group Pvt. Ltd
10.2012 - 12.2014
- Assisted CEO and managed travel arrangements for CEO, Director, guests & foreign delegates
- Managed office filing, archiving and storage
- Supervised work duties and performance of junior office staff.
- Sorted and distributed incoming faxes, letters and emails for office distribution.
- Established & maintained constructive and co-operative working relationships with other staff members.
- Served as link between management and other team members by handling queries, day to day issues, helping resolve work-related problems.
- Managed all inbound and outbound travel & hotel bookings for travel by flight, train or car.
- Answered and routed phone calls and emails, always maintaining confidentiality.
- Prepared and tracked all expense and reimbursement reports.
- Arranged employee ID Cards, visiting Cards, access cards.
- Managed & coordinated with vendors for payments regarding off- site events and all printing marketing materials.
- Arranged venues for conferences and dealt with hotels for arrangements.
- Managing and assisting basic arrangement for client visit.
- Pleasantly welcomed visitors, answered phone calls and maintained front reception desk.
- Managed office space maintenance for clean environment.
- Inventoried and ordered supplies for office.
- Coordinated with Australian consultants & candidates for scheduling appointments with the management team for sourcing.
- Conducted employee orientation and facilitate new comers joining formalities, maintenance of employees file and regularly update master database (personal file, personal database) of each employee
- Maintained and monitored attendance to ensure employee punctuality.
Reservation Supervisor
Claridges Hotel Surajkund, Haryana
06.2010 - 03.2012
- Handled day to day reservation operations of corporate FITs & group reservations maintaining the room inventory.
- Handle guest calls and materializing queries by understanding reservation requirements/ complaints, ensuring satisfaction with service excellence.
- Kept all corporate and group account records up to date.
- Took decisions on rates to be offered to FIT bookings & handled GDS reservations and doing re-confirmations.
- Assisted reservation manager in planning out various packages to achieve revenue and monthly targets.
- Responsible for follow-up and settlement of Bills on hold in coordination with Duty Manager and finance.
- Daily checking group and individual arrivals for the next day & monitoring early departures, cancellations and no-shows and ensuring proper retention billing.
Front Office Assistant
Radisson Suites Gurgaon
05.2009 - 01.2010
- Took check-ins and check-outs & guest calls and handled walk-in reservations.
- Handled guest complaints and guest relations & recorded guest preferences.
- Managed cash impress as cashier.
Education
Post Graduate Diploma - Human Resource Management
Symbiosis Center For Distance Learning, Pune India
12.2018
B.A in International Hospitality -
QMU Edinburgh
06.2009
Skills
- Scheduling and Coordinating
- Work Planning and Prioritization
- Multitasking and Time Management
- Mail Management & Travel Administration
- Vendor management
- Verbal and Written Communication
- Attention to detail
- Computers and Technologically savvy
- Self motivated & productive either working independently or within team
- Quick learner with great attitude to grasp new concepts quickly
- Decision Making, recommendations resolving high complex issues
- Inter-Department Collaboration & team work
- Software knowledge: MS office (Word, Excel, Powerpoint), Outlook Calendar, concur, stream, slack, zoom, Webex
- Handling confidential data
- Inter- personal skills in dealing high profile members
- Handle work under pressure and when facing deadlines
- Strong work ethics, excellent customer service, highly flexible and positive attitude
Accomplishments
At AMEX-
- Received rewards and recognition
- Rewarded with blue rewards from the partners during their visit
- Rewarded by senior manager in the team with blue rewards for helping in organizing WIN workshops
- Appreciated and recognized by VP & team members for being a great team player.
Timeline
Program Assistant
Ministry of Children and Family Development, MCFD
10.2023 - Current
Team Administrative Assistant
American Express
04.2017 - 09.2022
Senior Executive
Australian Vocational Training & Employment Group Pvt. Ltd
10.2012 - 12.2014
Reservation Supervisor
Claridges Hotel Surajkund, Haryana
06.2010 - 03.2012
Front Office Assistant
Radisson Suites Gurgaon
05.2009 - 01.2010
Post Graduate Diploma - Human Resource Management
Symbiosis Center For Distance Learning, Pune India
B.A in International Hospitality -
QMU Edinburgh
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