Job
Description
The ideal candidate will provide top-level assistance for high level executives. They should be well-organized and be comfortable scheduling meetings and responding to emails on the executive's behalf. Lastly, this individual should be able to draft documents and help the executive with any necessary meeting preparations. Responsibilities Calendar management for executives Aid executive in preparing for meetings Responding to emails and document requests on behalf of executives Draft slides, meeting notes and documents for executives Qualifications Bachelor's degree or equivalent experience Proficient in Microsoft Office suite Experience in managing multiple priorities, administrative coordination, and logistics Well-organized, detail-oriented, ability to multi-task with great follow-up skills Strong written and verbal communication skills ROLES & RESPONSIBILTIES HANDLED: Calendar Management & Coordination: Responsible for heavy calendar management and frequently changing schedule, monitoring and reviewing calls and visitors, taking care of appointments and meetings with internal and external stakeholders. Develop and maintain an alert system for upcoming deadlines on incoming requests, events, meetings, projects & commitments along with daily report tracking. Expense & Claims: Expense claim management for Chairman, verification of expenses for Executive’s approval, submit expense report within the given deadlines and maintain records along with reconciliation of credit cards' statements. Checking Hotel Bills, Club Bills, coordinating with Clubs/Hotels. Events: Vendor and stakeholder management, coordinating for any events, factory visits. Responsible for handling company’s events, off-sites & training programs. Travel: Taking care of the entire travel process- domestic & international, maintaining itineraries for instant information, keeping track of flight delays, maintaining and filing documents for visa, coordinating for forex and roaming facilities and any other requirement for any travel. Responsible for logistics for visitors & guests. • Vendor Management: Handling first line negotiation with vendors, coordination with vendors for stationery, gifts for Executive’s office, raising PO’s and tracking payment process along with generating invoices. Coordinating with internal & external stakeholders. • Filing & Correspondence: Maintaining the files and records of important documents including expense reports, lease agreements, bills and invoices for easy reference. Writing & drafting on behalf of Director of various sorts of official letters/emails to Govt entities/large business houses/vendors etc. Attending Board meeting & other departmental meetings, noting and writing MOMs of all the meetings attended. • Bank Accounts, Cards & Club Memberships: Handling MD’s personal Bank account, making various payments online. Maintaining credit cards due date and clearing the payment before due dates. Club membership yearly renewal, monthly bills, children membership etc. Health & Car Insurance premium of Director and family. • Email Management: Properly capturing, retaining and managing emails created and received by employees & External Stakeholders. • Reports: Understanding & Audit of various reports collected from various departments and then further analysis of the reports before placing it to Director’s desk. Tracking, analysis & verification of expense reports. • Maintain strict confidentiality: Recognize the sensitive nature of the information and commit to always maintaining strict confidentiality. This includes protecting sensitive data, internal discussions, financial information, personnel records, and any other privileged information related to the organization or individual. Show more Show less
