Vencel Machado

SHORT TERM: To make the best of the learning opportunities, do my work with perfection and become a true professional. LONG TERM: To gain enough experience, broader exposure and better leadership skills.

Consultant - M.N. Dastur & Co. Ltd.

(2025-05)

• Formatting Specification, Reports, Letters etc.
• Uploading drawings and documents in Oracle Software, DPMS, Wincad.
• Filing and assisting Project Managers in day to day work.

Secretary - Balrampur Chini Mills Ltd.

(2021-04 - 2024-04)

Assisting the Director and CFO with various secretarial and administrative tasks such as:

• Vendor coordination and management.
• Assist in travel (domestic as well as international) and accommodation arrangements.
• Prepare MIS reports and collating reports. Using advanced excel formulas such as Vlookup, Conditional Formatting, etc.
• Correspondence internal and external.
• Acting as the point of contact among executives, employees, clients and other external partners
• Manage information flow in a timely and accurate manner.
• Excellent knowledge of Computer. In depth knowledge of MsWord, Excel, PowerPoint and Outlook mail. Daily printing of mails, excel sheets etc. Converting pdf documents etc.
• Surfing internet for newspaper articles, company balance sheet, profiles etc.
• Format information for internal and external communication – memos, emails, presentations, reports etc.
• Manage executives calendars, set up meetings and arranging zoom calls
• Act as an office manager by keeping up with office supply inventory.
• Take minutes during meetings.
• Screen and direct phone calls and distribute correspondence
• Organize and maintain the office filing system
• Familiarity with office gadgets and applications (e.g. e-calendars and copy machines)
• Excellent verbal and written communications skills
• Keeping confidentiality of work
• Undertaking special assignments/projects on a wide variety of issues as requested by the CFO / President/MD.
• Coordinating with various units for reports and making a summary of them
• Prioritising workloads.
• Any other task as imposed by the management.

Executive Secretary - M.N. Dastur and Company Pvt. Ltd.

(2009-08 - 2020-09)

• Administrative duties like handling of stationery, printer maintenance, following up with vendors etc.
• Type letters, e-mail/faxes, specifications, proposals, reports, tender evaluation document, order document, presentation training material etc. under guidance of supervisor
• Maintain office file or records of the jobs/project being handled by the Department. Filing in Windoc as well as manual
• Coordinate with travel department for accommodation and booking arrangement for Engineers as per travel plan
• Organise meeting and prepare its agenda and minutes.
• Drafting correspondence
• Scanning and xerox
• Maintaining ISO documents
• Coordinating with staff members
• Handling Cash and Vouchers/Statements
• Preparing Travel Bill
• Making and keeping appointments for Senior official

Secretary - IL&FS Infrastructure Development Corpn. Ltd. – IIDC

(2007-05 - 2009-07)

In addition to the normal business responsibilities of the Branch / Company responsible for the following and would report to the respective Branch Head for the following:

• Office upkeep
• Handling calls for seniors and taking note of important calls. Recording and reminding daily activity schedules for Seniors.
• Travel activities-Car, Hotel and Flight arrangements for seniors. Coordinating for Visas with Travel Agent.
• Maintenance of Attendance register and sending to HO Administration Department duly signed by all employees on a monthly basis.
• Maintenance and repairs of IT items.
• Preparation of Minutes i.e. AGM, EGM and Board minutes independently.
• Drafting of Correspondence.
• Conference room arrangement and other facilities/set up for meetings.
• Coordinating with different companies and other branches of the same company. Co-ordination with Accounts Department for re-imbursement and payments.
• Filing and keeping record of different Project reports
• Receiving and handling business communication and maintaining confidentiality in all official matters.
• AMC of IT assets as per guidelines by head office.
• Report on addition/deletion of assets on monthly basis.
• To conduct branch administrative functions.
• Maintenance of Stationery items
• To assist the Branch Head in discharge of the Branch Head's responsibilities
• To report to the respective Branch Head for all above matters
• Any other task as assigned by the Territorial Head
• Accounts handling Petty Cash Book, Cheques, Fund Transfer, Bank Statements, Citrix Accounting (Axapta), TDS Statements, Employee Reimbursements.
• Handling Cash and preparing cheques.
• Professionally handling employees and external clients. Vendor Coordination for any capex items
• Co-ordination with Banks
• Guest House Logistics
• Traveling to Delhi for learning Accounts and Projects and then training others.(Axapta Software)

Stenographer - Magma Leasing Ltd - Celica Developers Pvt. Ltd.

(2000-05 - 2007-04)

• Routine Secretarial Works
• Coordination with Branch Heads and various departments of the company.
• Preparation of TDS Certificates for 32 branches of Magma on a quarterly basis.
• Maintaining files and handing over TDS Certificates to parties and attending to their complaints.
• Keeping a follow-up with Accounts Department for cheques and making Covering letters.
• Arranging papers and photographs of Directors, filling up forms for the purpose of VAT to different branches of Magma.
• Filling up Challans on monthly basis.
• Making out resolutions and preparation of Notice, Agenda and Minutes.
• Keeping a record of Equity Shares/Preference Share Certificates.
• Comparing documents for Annual Report of Company, quarterly performance reports.
• Entry of figures in for EDIFAR(SEBI SITE)
• Maintaining and Managing files and documents of Secretarial and Taxation Department.
• Drafting of letters of Sales Tax, Income Tax, Certificates, Agreements, Property Matters-Agreement, etc.
• General Correspondence, both internal and external

Executive Assistant-Steno - Wesman Engineering Limited –LOI Wesman Thermprocess Pvt. Ltd.

(1999-01 - 2000-04)

• Obtaining quotation for vendors and making out Orders as per proper Terms and Conditions.
• Typing out correspondences with vendors, Tata, Siemens etc. for material and arranging dispatch.
• Correspondence with LOI-Germany and submission of drawing as per requirement.
• Maintenance of Files for Orders along with supporting papers.
• Arranging Engineering drawings required from different cabinets and submitting to the department concerned.
• Secretarial Duties.

Junior Stenographer - SREI International Finance Ltd.

(1996-02 - 1998-12)

• Correspondences and interaction with foreign institutions like IFC, Washington; FMO, Netherland; DEG, Germany and maintaining their respective files.
• Day to day correspondence with Branch and Departmental Heads
• Arranging Consortium Meetings, correspondence with member Banks of the Consortium.
• Drafting various Loan Documents, Reports, Fund Management Statement, etc.
• Visiting Bank Managers for collection of Documents;
• Coordination with Directors office.

B.Com - Commerce - St. Xavier's College (1997)

Higher Secondary - St. Joseph's College (1992)

Secondary - St. Joseph's College (1990)