Executive Assistant

Position Name : EA to COO Ports & Terminals Commercial, Operations and Engineering

Job Band : 3

ROLES & RESPONSIBILITIES

Job Purpose/Objective

• Assist COO Ports & Terminals Commercial, Operations and Engineering for Managing his office, and other teams as required. Handle all the administrative needs like scheduling appointments, answering phone calls, and replying to correspondence as necessary.

Key responsibilities

• Manage scheduling for COO, meetings including agendas, Coordinate calendar management, as well as information flow as directed by the COO.
• Provide administrative support to the COO including mail, emails and handling phone calls COO as per guidance
• Manage Business travel, accommodation and logistics arrangements for the COO and the Regional teams reporting to COO as directed.
• Ensure all expenses reports such as travel claims, entertainment expenses, etc are submitted for approval.
• Maintenance of filing and contacts database.
• Maintain professionalism and strict confidentiality with all data, information and exchanges.
• Should be able to summarize, contextualize and analyse reports and data in collaboration with the relevant stakeholders and quickly turnaround relevant presentations / reports / data as needed.
• Liaison with Internal and External Stakeholdersas necessary from time to time.
• Support with onboarding of new team members.
• Maintain team leave records.

QUALIFICATIONS & COMPETENCIES

Skills and Competencies

• Should have done secretarial course
• Knowledge of shorthand.
• Good communication skills
• Strong organizational abilities and analytical skills
• Proficiency in using Microsoft Office especially excel and powerpoint
• Total experience of more than 8-10 years and should have worked with senior leadership for couple of years
• Pleasing and dynamic personality and should be a team player
• Ready to take up additional responsibility
• Proactive & Assertive.
• Delivers on time

Educational Qualification (min)

Graduation

Range/ Min no of years - of overall Experience required : 7-10 years