Executive Assistant To Managing Director

KRA (Key Result Area) KPI (Key Performance Indicator)

Calendar, Schedule, Communication, Travel and Expense Management o Proactively manage and optimize highly complex and dynamic calendars, including scheduling meetings, appointments, and conferences across multiple time zones.

• Anticipate and resolve scheduling conflicts, ensuring efficient use of the executive's time.

• Coordinate and prepare for meetings, including agenda development, material preparation, and minute-taking.

• Act as the primary point of contact for internal and external stakeholders, screening and prioritizing incoming calls, emails, and correspondence.

• Draft, proofread, and edit professional correspondence, reports, presentations, and other documents on behalf of the executive.

• Facilitate seamless communication flow within the organization and with external partners.

• Arrange complex domestic and international travel logistics, including flights, accommodations, ground transportation, and detailed itineraries.

• Prepare and submit accurate expense reports in a timely manner, adhering to company policies.

Project Support o Assisting the Project team from collecting quotations from vendors then making purchase request, collecting necessary approvals and then initiating PO. Once the PO is generated getting the payment released as per agreed terms, and then once the job is completed making sure necessary invoice is collected and submitted to finance along with GRN. And also responsible for amendment of POs if in case there is any on ground changes in plan.

• Marinating Agreements (Vendors, building,).

• Maintaining Insurances of building, vehicles and also keeping a track on FC.

• Making PO’s for operations and repair and maintenance.

• Maintaining AMC and CMC for Lifts and items belonging to Project Team.

• May oversee or coordinate the work of other administrative staff or junior assistants.

Finance Support o Assisting Finance Team in closing advances given to vendors by collecting invoices by coordinating with vendors. Also Keeping a track on legal tracker

• Keeping a track on company credit card spends.

Information, Document, Office Operations and Relationship Management o Maintain organized and confidential filing systems (both physical and digital) for important documents and records.

• Handle sensitive and confidential information with discretion and integrity.

• Assist with planning and executing corporate events, meetings, and gatherings.

• Build and maintain strong, positive relationships with internal teams, clients, partners, and other stakeholders.

• Represent the executive and the company professionally and positively.