Executive Assistant

Position Title: EA to Founder

Organization Description:

Position Description:

·      Schedule and coordinate meetings, interviews, appointments, events of the Director and its regular follow-up.

·      Prepare a dynamic work calendar for the Director on daily, weekly, monthly, quarterly and annual basis and keep on updating it in accordance with ever emerging priorities. Embed the elements of unpredictability and flexibility in it at the same time, keep it confined and be very selective about making entries in the same so as to ensure that the Director is able to focus his time and energy only on the most important priorities;

·      Arranging internal staff and external client meetings taking into account his occupancy and availability and prioritizing them accordingly.

·      To prepare the synopsis for all internal/external meetings i.e. researching about organization/individuals/subject matter etc.

·      To ensure that all his meetings/appointments/events are well organized and be conducted smoothly without any interruptions or hassles or any other state of mismanagement;

·      Ensures that the Director should not get involved with trivial matters that can be looked after very well by others and gets ample amount of time for directing big business transformations and organizational change;

·      To be updated about the presence and availability of every employee so as to keep the Director informed about it;

·      To go through his all mails keeping him updated about it and responding to the mails with his consultation and most importantly to ensure its confidentiality;

·      To maintain a daily To Do List for him and self;

·      Coordinating with clients for meetings and appointments and preparing Minutes of Meeting and mailing it to the respective participants;

·      To prepare, proof read and edit all outgoing correspondence e.g. letters, funding proposals, press releases, marketing materials and newsletters with his consultation;

·      Coordinating with Airlines, Hotels, Travel agents, for best rates and availability so as to smoothen the travel and tour plans.

·      Preparing a summary of Airlines, Hotel and Car bookings related to his travel and tours every month and providing the same as and when required.

·      To observe and perceive employees attitude towards work and other behavioral aspects and to be transparent about its communication to the Director;

·      Understand the product, the process in making it, the people involved with its production, and the overall core philosophy that serves as the soul of all its businesses. Thus, evolve as work partner of the Director who can not only listen to but also guides him in deciding his priorities. 

·      Maintain a log of daily, weekly, quarterly and annual meetings of the Director; analyze those vis-à-vis the work calendar for generating ready reckoner reports meant to guide the Director in rethinking over his time allocations to different people and activities.

·      Convene a weekly meeting with all those people with whom the Director had spent most of his time, thus try to measure the progress/breakthroughs/results vis-à-vis the inputs given by the Director;

·      Maintain ready reference record of key strategic and operational meetings, the underlying goals, targets, milestones and corresponding team members leading different processes;

·      Play an important role in the feedback and grievance resolution system and bring important issues into the notice of the Director. As a corollary, take follow-up on those issues that have walked past his scrutiny/decisions;

Academic and Professional Qualifications

• The person should have prior relevant work experience. 
• Proficiency in working with MS Office - Word, Excel, PPT, Outlook, MIS and Web Research
• Excellent Documentation Skills in English and Hindi
• Should have a technological bent of mind and must be updated with the breakthroughs in information and communication technology (ICT).

Personal Characteristics

• Should have sense of urgency and be able to translate the same into the organization while communication with different team members of the organization.
• Be a people person and should be adept at instilling shared purpose in team by citing relevant examples from the Directors’ life and organizational experiences.
• Must have empathy, devoution and love as integral part of his/her self - then only the person will be able to lead the presented portfolio in its entirety
• A firm believer and practitioner of organizational philosophy, values and culture
• Proactive and self-starter – should be able to accept full responsibility for his/her actions
• Should exhibit willingness and possess ability to do multiple tasking in an efficient way
• Should be a team player as well as a sole performer, suiting the work needs
• Should be well organized and should be able to structure the work in advance

·      Should have excellent skills in problem anticipation, mitigation and resolution, especially those arising in the way of implementing Director’s directives.