Ramsharan Kumar - EA to COO, Africare Global Business Ventures Pvt. Ltd.

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Work Background

Africare Global Business Ventures Pvt LtdExecutive Assistant to COO

Jan. 2024Nairobi County, KenyaAfricare Global is a venture investment and business incubation firm that supports startups and growth-stage companies across multiple industries through strategic advisory, operational support, and cross-border facilitation. As Executive Assistant to the COO, I provided high-level operational and administrative support while coordinating communication, strategic data reporting, and international patient operations. Roles and Responsibilities: Strategic & Administrative Support • Served as the COO’s primary point of coordination - managing confidential communications, calendar, and high-level meetings with cross-functional teams and external stakeholders. • Supported strategic decision-making by compiling and analysing reports across 100+ hospitals, including Liability, Cost, and Contact Centre data. • Drafted executive-level presentations and reports, converting complex operational data into actionable insights. • Oversaw end-to-end calendar and itinerary management, ensuring prioritization and conflict-free scheduling. Project Coordination & International Case Management • Supervised patient cases through PSMS, managing inbound international operations and ensuring timely quotations and compliance. • Coordinated with internal departments to track deliverables, ensuring on-time completion of 95%+ tasks assigned by the COO. • Managed international travel for leadership, achieving ~20% cost savings via vendor negotiations and itinerary optimization. Reporting, Billing & Operational Efficiency • Led expense tracking, vendor invoicing, and budget control processes, enabling accurate financial forecasting. • Maintained structured documentation and trackers to support data-driven decisions and audit readiness. • Monitored performance indicators and collaborated on workflow improvements, contributing to operational efficiency across departments.

Max HealthcareEA to Director

Oct. 2009 - Sep. 2023Gurugram, Haryana, IndiaMax Healthcare is one of India’s leading providers of integrated healthcare services. As Executive Assistant to the Director – Legal & Regulatory Affairs, I supported executive-level operations, documentation, and internal/external coordination while ensuring strict confidentiality and compliance across functions. Roles and Responsibilities: Executive & Administrative Support • Provided full-spectrum executive support including daily calendar, inbox, and schedule management for the Director. • Anticipated needs and ensured the Director was well-prepared for meetings, presentations, and reviews. • Drafted and reviewed business correspondence, board documents, and confidential reports with accuracy and discretion. • Managed internal and external communications, maintaining a high level of professionalism and confidentiality. Meeting, Coordination & Stakeholder Engagement • Coordinated meetings, prepared agendas, and recorded minutes and action items, ensuring timely follow-up. • Liaised with senior executives, doctors, patients, and partner organizations across hospital units to support operational initiatives. • Managed complex A/V conferences and cross-location meetings using Zoom, MS Teams, and in-house systems. Travel & Expense Management • Handled extensive travel arrangements for the Director and project teams — including flights, visas, hotels, and logistics. • Monitored travel budgets and reconciled expenses, ensuring compliance with company policy. • Ensured timely processing of vendor invoices and reimbursements, supporting accurate financial reporting. Documentation & Process Improvement • Maintained and organized confidential records, policy documents, and SOPs, supporting audit and compliance readiness. • Implemented streamlined processes for document control and report tracking, improving turnaround by 25%. • Supported procurement and inventory for office and project sites, ensuring timely availability of critical resources.

Enexco Tecnologies India LimitedSecretary to CMD

Feb. 2009 - Sep. 2009Noida, Uttar Pradesh, IndiaEnexco Teknologies is a leading provider of industrial engineering solutions, specializing in turnkey projects for the cement, power, and mineral industries. As Secretary to the CMD, I provided full-spectrum administrative, communication, and executive support—ensuring efficient management of priorities, sensitive documentation, and stakeholder engagement at the top leadership level. Roles and Responsibilities: Administrative & Calendar Management • Managed the CMD’s daily schedule, appointments, and meeting calendar, ensuring timely coordination and zero scheduling conflicts. • Organized internal and external meetings with senior stakeholders, clients, and board members. • Handled time-sensitive communications and ensured priority alignment across departments. Communication & Documentation Control • Drafted, reviewed, and formatted official correspondence, reports, memos, and business letters with a high degree of accuracy. • Maintained a secure documentation system for sensitive records, contracts, and internal approvals. • Ensured confidentiality of all executive-level communications and materials. Stakeholder Engagement & Decision Support • Acted as a liaison between the CMD and internal departments, ensuring effective task delegation and follow-ups. • Supported informed decision-making by providing relevant background documents, reports, and summaries before key meetings. • Demonstrated professionalism while dealing with external clients, government officials, and senior vendors.

TotalEnergiesExecutive Secretary to RSM

Mar. 2008 - Dec. 2008Gurugram, Haryana, IndiaTotalFinaElf (now part of TotalEnergies) is a multinational energy company with operations across the petroleum, gas, and petrochemical sectors. As Executive Secretary to the Regional Sales Manager, I provided end-to-end administrative, marketing, and travel support at the zonal level while coordinating between internal teams, vendors, customers, and the corporate office. Roles and Responsibilities: Administrative & Communication Support • Managed the RSM’s daily calendar, travel, and meetings, improving productivity and time management. • Drafted and proofread business correspondence, internal memos, and vendor communications. • Handled sensitive documents and maintained confidentiality in all reporting and coordination tasks. Marketing & Budget Coordination • Monitored and maintained the Advertisement & Promotion (A&P) budget at the zonal level. • Processed vendor claims and tracked payment status through coordination with internal teams and HO. • Prepared detailed state-wise and head-wise utilization reports for internal marketing analysis. Logistics & Trip Planning • Organized business travel for zonal officers — including flight, hotel, visa, and ground transport arrangements. • Coordinated company events and team off-sites, ensuring timely documentation and logistics execution. • Handled TERs (Travel Expense Reports), LTA, and medical reimbursement requests and submission cycles. Coordination & Admin Support • Liaised with the COD in-charge for stock availability, agreement renewals, and product indent follow-ups. • Maintained zonal attendance records and ensured alignment with HR processes. • Oversaw zonal-level office equipment and AMCs (EPABX, AC, telephony, and IT peripherals), ensuring uninterrupted administrative functioning.

International Land Developers Pvt. Ltd.Personal Secretary to MD

Jun. 2004 - Mar. 2008New Delhi, Delhi, IndiaInternational Land Developers is a prominent real estate and infrastructure company engaged in residential and commercial development projects. In this role, I provided comprehensive secretarial and administrative support to the MD, ensuring seamless operations through effective communication, time management, and coordination. Roles and Responsibilities: Executive Support & Diary Management • Managed the MD’s day-to-day schedule, calendar, and high-level appointments across departments and external stakeholders. • Scheduled, organized, and prepared documentation for meetings, reviews, and board discussions. • Prioritized correspondence and ensured timely task execution by coordinating follow-ups with internal departments. Communication & Document Control • Drafted and reviewed business letters, client communications, and internal memos for senior-level use. • Maintained comprehensive filing and tracking systems to support document control and audit readiness. • Ensured secure handling and circulation of confidential materials related to executive decisions and real estate projects. Office Management & Coordination • Acted as the key liaison between the MD and cross-functional teams, vendors, and external consultants. • Oversaw procurement and stock control of office supplies and department-specific requirements. • Resolved routine operational issues independently, ensuring the MD’s focus remained on strategic priorities. Travel & Event Management • Handled national and international travel logistics for the MD, including visa documentation, itinerary planning, and bookings. • Supported event coordination for internal meetings, stakeholder visits, and client presentations.