Tableau
Mahalakshmi Vivekanandham
Santa Clara,CA
Summary
Dedicated Administrative Professional with over 5 years of experience supporting senior executives and maintaining efficient office operations. Proven track record in leadership, task prioritization, and delegation for goal achievement.
Proficient in schedule coordination, resource allocation, and office supply management. Committed to mentoring top talent and fostering a productive work culture. Experienced in optimizing productivity, efficiency, and service quality across diverse environments.
Highly dependable and ethical support specialist with advanced organizational, technical, and business skills. Effective collaborator with cross-functional teams to ensure operational and service excellence.
Overview
13
13
years of professional experience
Work History
Administrative Assistant
Rush PCB
10.2023 - Current
- Managed daily administrative tasks including scheduling meetings, organizing files, and handling correspondence to ensure smooth office operations.
- Assisted in procurement and inventory management for PCB materials and office supplies.
- Coordinated communication between internal teams and external vendors to support manufacturing timelines.
- Maintained accurate records of invoices, shipping logs, and client communications.
- Supported the engineering and sales teams with data entry, reporting, and customer follow-ups.
- Arranged domestic and international travel for staff, including booking flights, accommodations, and preparing detailed itineraries, reducing travel planning time by 50%.
- Handled customer communications, resolving over 95% of queries within 24 hours, contributing to a 15% boost in client satisfaction.
- Organized and digitized 1,000+ physical records, reducing retrieval time by 50% and improving document access across departments.
- Maintained and updated the CRM database with a 99.8% data accuracy rate, supporting more effective client outreach and project tracking.
Virtual Executive Assistant
Teckiy
03.2020 - 12.2022
- Used advanced software to prepare documents, reports and presentations.
- Updated spreadsheets and created presentations to support executives and boost team productivity.
- Answered high volume of phone calls and email inquiries.
- Updated spreadsheets and databases to track, analyze and report on performance and sales data.
- Organized and coordinated conferences and monthly meetings.
- Created expense reports, budgets and filing systems for management team.
- Organized envelopes, postage and mail correspondence for staff and leadership.
- Took notes and dictation at meetings.
- Executed basic banking and bookkeeping tasks.
- Used QuickBooks to produce monthly invoices, reports and other deliverables.
Administrative Assistant
KIAT Electrical Engineering Private Ltd
04.2012 - 05.2014
- Prepared agendas and took notes at meetings to archive proceedings.
- Produced detailed reports to track trends and keep senior management informed.
- Standardized office structures and processes to promote collaboration and increased performance.
- Delivered performance reviews, recommending additional training or advancements.
- Processed purchase orders, service contracts and financial reports.
- Managed team petty cash, purchase orders and account transactions.
- Contributed to team goal-achievement by collaborating with staff to develop customer service improvement initiatives.
- Drafted and distributed invoices for outstanding payments.
- Managed company schedule to coordinate calendar and arrange travel.
- Managed agendas and calendars, boosting productivity and improving organizational initiatives.
- Maintained personnel records and updated internal databases to support document management.
- Troubleshot employee concerns and recommended corrective actions to resolve issues.
- Managed payroll, transactions, invoicing and budgeting to decrease financial inconsistencies.
- Scheduled office meetings and client appointments for staff teams.
- Set up conference rooms, technology and materials to facilitate meetings.
- Interacted with vendors to purchase and set up equipment and services.
Education
Master of Science - Computer Application
Sastra University
India05-2011
Skills
- Customer service
- Office administration
- Administrative support
- Time management
- Microsoft Excel
- Customer and client relations
- Computer proficiency
- Scheduling
- Documentation and recordkeeping
- Microsoft Office Suite
- Scheduling and calendar management
- Dedicated team player
- Appointment scheduling
- Invoice processing
- Documentation and reporting
- Relationship building
- Multi-line phone systems
- Event coordination
- Purchase orders organization
- Report generation
Software
Quickbooks
Microsoft Office
Google Calendar
Slack
Timeline
Administrative Assistant
Rush PCB
10.2023 - Current
Virtual Executive Assistant
Teckiy
03.2020 - 12.2022
Administrative Assistant
KIAT Electrical Engineering Private Ltd
04.2012 - 05.2014
Master of Science - Computer Application
Sastra University
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