Executive Assistant to Managing Director

Job Description

Responsibilities: Daily receive and read the emails, take printouts of emails and discuss the mail with Director for further action Segregate and distribute mails/letters as per the directions. Take down dictation and discuss drafts. Sending replies on emails/letters to various Organizations/Lessees on behalf of the Director Ensuring that the letters/documents have been filed to their respective file. Maintain important files of the department. Update list of meetings to be held and alert Director about scheduled meetings and their cancellation Prepare agenda of the HOD meetings from minutes of the previous meeting Attend and take down minutes of the meetings held Compose, type, and distribute meeting notes, routine correspondence, and reports to respective personnel. Answer telephones and give information to callers, take messages, or transfer calls to appropriate individuals Schedule and confirm appointments for clients, customers, or supervisors. Coordinate travel arrangements; prepares itineraries; prepares, compiles and maintains travel vouchers and records for all HOD's. Keep a conference table in the Director’s room for the meeting with necessary stationary, pen/pencils, calendar, call bell, water and flower arrangements. To act as an Executive Assistant for other HOD’s as and when required. Candidate Profile: Exceptional organizational and time management skills. Strong communication (written and verbal) and interpersonal skills. Proficiency in Microsoft Office Suite (Word, Excel, PowerPoint, Outlook). Discretion and confidentiality. Ability to prioritize tasks and work under pressure. Problem-solving and decision-making abilities. Adaptability and flexibility. Show more Show less