Executive Assistant

Role & responsibilities

Sl No

Roles & Responsibilities

Remarks

1

MDs Travel Arrangements

Based on MDs instruction, requisitioning air or train ticket, hotel and local transportation.

2

Ensuring Visa & Passports Validity

Being conversant with the travel arrangement requirements and coordinating the same.

3

Expenses bills collection

After the tour MD, Collecting the bills for expenses statement preparation

4

MD’s Expenses statement preparation

After collecting the bills or receiving credit card statement whichever is an earlier statement need to be prepared in a timely manner.

5

Credit card payment

After getting the credit card statement, need to take approval from MD forward to accounts for payment. Follow-up for payment in time.

6

Ensure that all the annual and quarterly personal insurance and other commitments are met

Preparing a table of the various financial obligations of the MC and ensuring that these are notified to him and the necessary funds disbursed in a timely manner to avoid the lapsing of any policies.

7

MD’s Itinerary maintenance

Maintaining the MD’s Itinerary & Information to accounts for MD’s itinerary before the travel begins

8

Arrangements for meetings at Head Office and Conferences

Arrangement for meetings and conferences as per MD’s Instruction and coordinating the various aspects of the same –AIR, Car, Bus, Hotel etc.,

9

MD’s Bank Accounts maintenance

Before issuing the MD’s checks ,ensuring that the requisite balance are maintained

10

Booking cab services

As per MD’s instruction, cab booking for visitors/our Directors/Span employees etc.,

11

Phone calls arrangement

As per MD’s instruction arranging the calls to vendor as well as customers.

12

Money arrangement for foreign travel

Buying the currency as per instruction & arranging the same to MD’s travel

13

Travel & accommodation

As per CEO approval booking travel arrangements & accommodation when necessary.

13

Support-Admin activities

Maintenance of courier inward register-daily basis attending the calls & transfer the same to respective intercom numbers.

14

Other support

Provide the accounting and administration departments with defined support when the MD is either not in the office or has not assigned any work

Preferred candidate profile

Female candidate with excellant communication