Executive Assistant

Job Description

Job Responsibilities Managing all meetings (external and internal) and related activities for the Group Director (GDSM) and other team members, including: Taking appointments. Sharing Minutes of Meetings (MOMs). Flight bookings. Managing calendars. Updating calendars for any rescheduling/cancellations and informing respective stakeholders. MOM Circulation & HRMS Updation: Preparation and circulation of MOMs/action items of internal meetings to all concerned within 48 hours for meetings chaired by GDSM. Updating MOMs in HRMS (-5 for delay in MOM submission). Follow-up of Meeting Action Items: Following up on action items of critical meetings/cross-functional meetings participated in/chaired by GDSM. Following up with concerned stakeholders for timely updation in HRMS; escalation matrix to be followed for any delay. Routine/Day-to-Day Tasks: Ensuring all pending tasks are completed by self and other team members within assigned timelines. Noting exceptions separately. Marking negligence with reasons appropriately as instructed by GDSM. Including e-mail tracking of GDSM and necessary approvals required. Inter-Departmental Role Accounts: Helping in bill processing forms of reimbursement and sending them for clearance (15-day TAT). HR: Coordinating with the HR team for interview and training-related activities. IT: Following up for new developments until implementation. Admin: Handling all administrative activities for the sales team at Delhi NCR. KRA Evaluation Coordinating and arranging for sales team KRA evaluations as per their defined KRA cycle and within timelines. Coordinating with the team for self-evaluation and RM's assessment. Ensuring data readiness remarks input in Cafe HR until final closure as per GDSM's feedback. Primary Responsibilities Executing sales or other financial transactions. Making travel, accommodations, or entertainment arrangements for others. Preparing research or technical reports. Maintaining medical records. Preparing documentation for contracts, transactions, or regulatory compliance. Educational Qualifications Preferred Category: Bachelor's Degree, Master's Degree Degree: Bachelor of Business Administration - BBA, Bachelor of Commerce - BCom, Master of Business Administration - MBA Academic Score: 50% Required Work Experience Role: Executive Assistant Key Performance Indicators Calendar Management Daily Solution tracker Transportation Rates tracker Payment tracker CRM Publishing MOM Day to Day Tasks reports as assigned by Manager Required Competencies Presentation Analysis Multi-tasking Required Knowledge Knowledge of administrative and clerical procedures and systems such as word processing, managing files and records, stenography and transcription, designing forms, and other office procedures and terminology. Knowledge of the structure and content of the English language including the meaning and spelling of words, rules of composition, and grammar. Required Skills Office Assistant Skills Customer Relationship Management Administration Email Management Travel Management Calendar Management Meeting Management Project Management Administrative Activity Required Abilities Ability to work efficiently under stress. Ability to communicate information and ideas in speaking so others will understand. Ability to listen to and understand information and ideas presented through spoken words and sentences.