Ashita Shah
Summit,NJ
Summary
Accomplished Executive Assistant and HR Operations professional with over 18 years of experience supporting senior leadership and driving HR processes across diverse industries. Expertise in calendar management, recruitment, payroll, compliance, and vendor coordination ensures seamless office administration. Proven track record of optimizing operations and enhancing productivity demonstrates a commitment to delivering strategic support aligned with organizational goals. Recognized for fostering collaborative environments and implementing effective solutions that drive success.
Overview
22
22
years of professional experience
Work History
Executive Assistant to CEO / Administration / Researcher
Maxima Global Executive Search
Summit, New Jersey, US
04.2025 - Current
- Oversaw daily administrative operations, including pantry services, facility upkeep, and vendor coordination.
- Coordinated office maintenance by liaising with service providers, ensuring timely completion of repairs and upkeep tasks.
- Managed incoming/outgoing communications (calls, emails, posts) and maintained employee and client databases.
- Organized and maintained company records to streamline document retrieval and improve accessibility.
- Coordinated banking transactions, including cash withdrawals and cheque deposits, maintaining accurate documentation.
- Managed disbursement of monthly staff salaries and vendor payments with proper reconciliation and accuracy.
- Supported timely GST and Corporate Tax filings and prepared detailed income and expense reports for audits.
- Monitored and managed office supplies, ensuring timely procurement and preventing operational disruptions.
- Tracked and reconciled daily expenses, maintaining precise records of receipts.
- Entrusted with managing the Director/CEO’s calendar, including scheduling, prioritizing, and coordinating meetings, appointments, and events to ensure efficient time management and optimal planning. Maintained a high level of confidentiality and professionalism while handling sensitive information.
- Acted as a central point of contact for office coordination, managing day-to-day administrative tasks such as filing, scanning, and organizing critical documents. Ensured all documentation was accurate, up-to-date, and easily accessible for reference and compliance purposes.
- Served as a key communication bridge between the Director/CEO and internal teams, as well as external stakeholders. Facilitated seamless information flow, ensuring messages and instructions were clearly conveyed and followed through.
- Worked closely and proactively with the Director/CEO to keep him informed of upcoming deadlines, priorities, and key developments. Anticipated needs and followed up on outstanding tasks, enabling timely decision-making and strategic planning.
- Took ownership of drafting high-quality communications including official letters, business correspondence, and personal notes. Managed email responses, composed professional replies, and ensured timely completion and delivery of assigned tasks and documentation.
Executive Assistant to CEO / Administration / Researcher
Maxima Global Executive Search
Singapore
06.2019 - 03.2025
- Partner with hiring managers to understand talent needs and provide strategic recruitment insights.
- Source candidates through multiple channels and maintain a proactive talent pipeline.
- Screened, interviewed, and assessed candidates for skills, fit, and alignment with business objectives.
- Manage interview coordination, feedback, and support hiring decisions.
- Coordinated interviews, managed feedback, and supported hiring decisions.
- Oversaw onboarding and offer processes, ensuring a seamless candidate experience.
Team Lead - Human Resource Shared Service Centre (HRSSC)
People Strong HR Services Pvt. Ltd
08.2014 - 10.2017
- Managed end-to-end recruitment, including job descriptions, candidate sourcing, screening, interviews, offers, onboarding, and background verification.
- Maintained employee files, managed attendance, joining/exit formalities, full & final settlements, and issued employment letters. Proficient in SAP and SuccessFactors.
- Coordinated payroll, advances, bonuses, loans, and maintained team scorecards.
- Facilitated goal setting, performance evaluations, assessments, and communicated increments.
- Addressed queries and grievances, conducted investigations, and organized engagement initiatives.
- Supervised team performance, guided staff, managed escalations, and implemented process improvements.
- Streamlined HR processes, optimized shared services, and led status meetings with senior stakeholders.
- Key Clients worked with: Mahindra & Mahindra, Mondelez India Foods Pvt. Ltd, Dharma Production Pvt Ltd & Indigo Airlines
Financial Technologies
Nahar Credits Pvt. Ltd
Mumbai
09.2012 - 02.2014
- Company Overview: Wonga Group Ltd, UK
Citigroup Global Services Ltd
08.2008 - 08.2011
Executive – Back-office
TLC Marketing Co.
07.2003 - 04.2006
Education
Diploma - Human Resource
NMIMS Mumbai
01.2017
Master of Commerce - undefined
University of Mumbai
01.2007
Bachelors of Commerce - undefined
University of Mumbai
01.2003
Company Secretary Foundation - undefined
Mumbai
01.2001
Skills
- Executive Support & Calendar Management
- Office & Administrative Management
- Talent Acquisition & Recruitment
- Payroll & Benefits Administration
- HR Policies & Compliance (US & International)
- Vendor Management & Contract Negotiation
- Financial & Expense Reconciliation
- Performance Management & Employee Engagement
- Travel & Event Coordination
- HRIS: SAP, SuccessFactors
Initiative and Appreciation
- Achieved the highest number of candidate placements in 2023–2024, recognized as a top performer for exceptional results.
- Successfully led an end-to-end demonetization project, completing it within the agreed timeline; received commendation from Head of HR for exceptional performance.
- Participated in corporate social responsibility initiatives, including community engagement projects (e.g., sampling 100 plants).
- Contributed to team-building and workplace engagement activities, fostering a positive work environment.
Timeline
Executive Assistant to CEO / Administration / Researcher
Maxima Global Executive Search
04.2025 - Current
Executive Assistant to CEO / Administration / Researcher
Maxima Global Executive Search
06.2019 - 03.2025
Team Lead - Human Resource Shared Service Centre (HRSSC)
People Strong HR Services Pvt. Ltd
08.2014 - 10.2017
Financial Technologies
Nahar Credits Pvt. Ltd
09.2012 - 02.2014
Citigroup Global Services Ltd
08.2008 - 08.2011
Executive – Back-office
TLC Marketing Co.
07.2003 - 04.2006
Master of Commerce - undefined
University of Mumbai
Bachelors of Commerce - undefined
University of Mumbai
Company Secretary Foundation - undefined
Mumbai
Diploma - Human Resource
NMIMS Mumbai