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Executive Assistant
Number of Views: 306
Name: Shefali
Functional Area: Administration Jobs
Preffered Timings to Contact: Day Time
State: Maharashtra
Phone: 9867012881
City: Mumbai
Qualification: B.Com

Shefali Katwate

Room No, 23, 4th Floor Colaba Court CHS, Colaba Mumbai - 400005 (T) 9ð8ð6ð7ð0ð1ð2ð8ð8ð1ð (E) Shefali.khushi2006@gmail.com


Proactive, senior administrative professional with a history of supporting C-level leaders in fast-paced corporate environments. Recognized and valued as a discreet and knowledgeable manager and partner, with the ability to juggle and prioritize needs while ensuring speedy responses to logistics and business concerns. Reputable for developing, implementing, and communicating policies and objectives, handling unforeseen issues, and serving as a liaison to clients, internal staff, and external contacts.

Recognized by CEO of Greenstone as an employee who “shows initiative and can add value anywhere within the company”. Singled out as a “breath of fresh air because of willingness to help and (positive) attitude” in all aspects with continuous support and great energy.


Secretarial: Calendar Management, Travel Planning, Meeting Coordination, Project Management, Office Administration Client Relations, Business Communication, Expense Management & Reporting, Research, Contacts Management.

Operations: General Administration, Vendor & Supply Management, Inventory Management, Business Processes, Compliance and Database Management, Banking & Financial Accounting, Budget Analysis, Investments Management, Company Policies & Procedures, Employees Wellness, H R & Payroll Management, Business Development, Technology Management, Staff Hiring & induction, employee Joining & Exit formalities.


Greenstone Energy Advisors Private Limited August 2014 to Jan 2018


Delivered dedicated support to the Management and Analyst team conducting research, scheduling meetings, appointments and making travel arrangements, preparing meetings presentation materials with multiple departments with quality and efficiency. Communicating regularly with clients, consultants, vendors for smooth business functionalities. Processed all company related registrations and championed top tier documentation standards and developed easy retrieval filing system within aggressive timeframes, prepared expenses reports conducted reconciliations and resolved discrepancies. Excelled within the challenging environment, successfully balancing staff and client’s needs and utilizing technical skills by managing a variety of key including payroll functions including oversight/auditing of attendance and payroll system and other employee related matters.

Key Accomplishments:

Completed setup of newly formed company registration and compliances with involvement of external consultants for making it fully operational.
Planned and coordinated numerous marketing and public relations events, resulting in a significant increase in new clients and new business initiatives.
Record Maintenance and creation of highly effective organizational and filing systems, including quick and thorough indexing, filing and offsite storage, resulting in easy access to critical information and streamlined office functioning including of NDA’s, Engagement Letters, Compliance Company Registration Documents, HR Records, Financial Records etc.
Cultivated excellent long-term relationships with clients, maintaining ongoing communication and facilitating solutions to address concerns like payments follows Invoicing etc.
Trained and supervised both permanent and temporary staff. Created and coordinated work schedule to ensure coverage and smooth office operations.
Analysed operations, business and staff performance, and workflow processes, conceived and initiated new management and operational systems that improved communication, performance measurements and job satisfaction.
Conducted extensive research for Renewable Energy Projects, Company and Key personnel information, for introductions and building client network management and delivered strategic recommendations that resulted in significant new business leads for the company.
Developed and implemented strategic objectives to ensure achievement of profitability goals within the company and a high level of client satisfaction. Consistently awarded high rankings for adopting cost saving measure and increasing firm’s profitability.
Managed consultants’ relations and coordinated internal operations to ensure accurate and on-time data processing with timely reporting.
Presented recommendations to leverage products in core competency areas, improve operations and increase revenues.
Guaranteed that employees received their expense reimbursements in an accurate and timely manner through expense tracking and tax assistance.

Indiabulls Real Estate Limited  Nov 2011 to May 2013 


Acted as a “right hand” to the firm’s management, maintained full calendar and schedules, coordinated travel and coordinated complex meetings schedules, and planned all aspects of international meetings. Managed heavy client contacts, serving as liaison between Management and all departments reporting directly to CEO with task follow ups. Additionally, drove office management functions proofreading, including resolution of facilities issues. This role continued to remain the same with all responsibilities handled after joining CEO’s office again in 2011.

Macquarie Capital Advisors  March 2011 to Sept 2011


Providing high level administrative assistance to Investment Banking team of Industrial’s & Natural Resources Department at Macquarie Capital Advisors, compulsory clearing of test after attending training programme’s scheduled by Macquarie Head Office in relation to Compliances, HR, Administration and Expenses Management, to work on the core responsibilities for the team support and assistance. Provide support in below mentioned functionalities:

Planned and managed wide range of administrative duties such as travel arrangements, Outlook scheduling, business correspondence and planning meetings.
Promptly answered and forwarded calls to the appropriate persons amongst the team.
Coordinated domestic and international travel arrangements for client meetings and company conferences.
Gathered, assembled, updated and maintained contact information, forms, records, and data.
Requisitioned supplies and materials as needed.
Worked closely with designated administrative/management staff in scheduling and maintaining individual business and organization calendars.
Created and updated high volume of time-sensitive material: document drafting (proposals, specification determination, miscellaneous reports, permitting, project reports, and open correspondence).
Creating, compiling, and distributing meeting notes to team members.
Sorting emails, letters, and messages by importance and passing them to respective team members.
Preparing project reports, documents, and preserving electronic and physical files also creating, compiling, and distributing meeting notes to team members.
Preparing Expenses report project wise to be sent to Head Office.

Money Matters Financial Services (NBFC)  May 2009 to Feb 2011

Manage emails and other written correspondence including invites, complaints, letters etc.
Managing all telephone calls to the Management office (including maintaining all contact lists)
Filing, scanning, organizing all documentation of the MD’s office & managing filing systems.
Responsible for managing business travel bookings including those required for market visits etc.
Maintain weekly travel plan.
Coordinate calendar, meeting, and schedule arrangements for the CEO. Includes initiating contact and securing appointments, equipment, and facilities as appropriate.
Work closely with other team members to assure the CEO"s preparation for meetings, presentations or other engagements.
Prepare Expense reimbursement statement - Local & Overseas
Prepare Business Meeting Expenses and do arrangements for board meetings etc.
Preparation of Purchase Orders.
Managing all bills including credit cards, telephones, travel, hotel payments etc.
Approval of expense statements, invoices, leave applications, promotions/moves/exits on peoplelink HR Software and capital proposals on behalf of Management.
Proofreading of documentation before signatures.
Assist CEO"s with other personal matters i.e. Banking Investments, CC Payments Insurance, & external meetings etc

Canara Robeco Asset Management Company  Nov 2007 to April 2009

Be responsible for heavy calendar management, requiring interaction with both internal and external executives, as well as Clients, Consultants etc., schedule and coordinate agendas, meeting etc. for internal staff and external clients and for various projects, keep Outlook calendar & contacts updated for in-house meetings.
To Organize complex executive meetings, greets visitors, communicate and responds to requests for information, drafting mails and coordinating with the foreign delegates, & officers related to scheduling meetings and events, Schedule and coordinating Web- ex, Video Conference Calls for management.
Schedule Road shows, off-site meetings including contacting guest speakers, sending notices, appointments, and notifying appropriate parties of the time and location.
Compose routine correspondence and reports and prepare communications and presentations outlined by the Executive as per directions, ensure expeditious processing of documents submitted for approval; i.e., capitals, travel requests, vacation forms, claims requests, contracts, consultant agreements, non-disclosure agreements, various employee related forms, etc.
Act as liaison with visiting VIP’s in booking hotel rooms, meeting space and transportation also arranging National/ International travels, Visa, hotel stay, Vehicles, Forex etc.
Maintain efficient record-keeping systems by assuring that accurate files are maintained for administrative files. Other important documents such as contracts, formal relations, etc., so that accurate records are kept.
Work independently and within a team on special and ongoing projects. Handling HR related functions, Payrolls, coordinating with Consultants, lining up Interviews, completing Employee Joining formalities etc.
Maintain Back-up’s and records of Blackberry and systems in timely manner for preparing and updating contacts and other data for easy retrieval, Collect, compile record or otherwise gather data and prepare standard and custom reports with information necessary for decision making. General correspondence, keeping track of Bank A/Cs, Expenses and Reimbursements handling functions relating to Administration.

Indiabulls Real Estate Limited Jan 2005 to Nov 2007

Coordinated and set up high-level conference calls, board and management meetings, special events and travel arrangements for Management.
Updated and maintained CEO and CFO's calendar, completely re-organized the Executive and Finance libraries, and assisted managers with special projects as needed.
Attending incoming calls and in-person inquiries from clients and colleagues treated and provided information and referrals
Performing HR functions lining up Interviews, completing joining formalities of new team members, arranging work place, credit cards, mobile/ blackberry, laptops etc.
Acted as liaison and maintained open lines of communication among senior executives, board members, middle management and administrative staff, wrote correspondence proofed and edited press releases and other documents to ensure accuracy and consistency.
Provided superior administrative support including correspondence, legal documents, financial management, events/logistics coordination, communications and policy compliance, and problem resolution.
Vendor management for administration facilitation and coordinating with airlines travel agents, Hotel relationship managers for company tie-ups to get best deal options for travel.
Preparing travel allowance statements and reimbursing the expenses for management.
General correspondence including of expenses management, keeping track of bank A/C’s & Credit card bills payments etc.


2001:   Bachelor of Commerce - Mumbai University

1998:   M.S. Office & Tally 8.5 - Bhavan’s College Sponsored by IBM

1998:   Typewriting 60 W.P.M Certification

Technical Skills: Outlook, Quick books, Adobe photoshop, Ace Accounting Software, Tally, Adrenaline HR Software, Macquarie CRM System.

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