Office Personal Assistant

Binated is hiring for

The Executive Assistant will act as a liaison between the CEO, directors, and management teams, ensuring smooth communication across the board. With a strong focus on judgment, time management, and organizational skills, this individual will handle sensitive information and situations with discretion. The role demands a proactive, resourceful individual who can handle competing priorities and contribute to the Company’s overall success through effective support and coordination.

Online:

Job Type: Full-time, Permanent

Walk-In interview available

Location:

Timings:

Job Requirements:

• Strong command over written and verbal English
• Should be ready to Work from Office in Pune
• 5 days working
• Graduate preferred 
• Immediate joiners preferred
• Must have all educational and employment documents

Duties & Responsibilities:

To perform the job successfully, an individual must be able to perform the following satisfactorily; other duties may be assigned. Reasonable accommodations may be made to enable individuals with disabilities to perform essential functions.

Email and Calendar Management:

• Manage and organize email inbox, ensuring timely response to critical emails.
• Provide a daily summary report of incoming emails.
• File all read emails in the appropriate folders.
• Schedule, reschedule, and manage meetings using Google Calendar.

Phone System Management:

• Screen and handle incoming phone calls efficiently.
• Take accurate messages and deliver them to the relevant individuals.
• Transfer calls as needed to the appropriate departments or individuals.
• Respond to information requests by gathering and providing accurate details.

Meetings Management:

• Pre-Meetings- Send reminders 10 and 5 minutes before scheduled meetings. Confirm participant attendance. Ensure that meeting agendas are attached to invites.
• During Meetings- Take detailed and organized notes using appropriate note-taking tools (e.g., Google Docs, Evernote, AI, etc.). Ensure all meeting agenda items are addressed in the meeting.
• Post-Meetings- Distribute meeting notes and follow-up tasks to all participants. Schedule follow-up meetings as needed. Organize and store meeting notes in Google Drive under the correct folder.

Presentations and Reports Management:

• Assist with preparing presentations using PowerPoint, Google Slides, Canva, and Figma.
• Create, update, and manage ongoing reports within Netsuite. Google Drive

Organization Management:

• Organize documents by year and subject matter for easy retrieval.
• Ensure all agendas, meeting notes, and related documents are filed in their respective folders.
• Implement consistent file naming conventions for clarity and uniformity.

Recruiting and Employee Management:

• Post job listings on various job boards (Indeed, LinkedIn, PPAI, ASI).
• Screen resumes and maintains an up-to-date list of candidates, including tracking their status in the hiring process.
• Coordinate interview dates and times with candidates and send out calendar invites.
• Assist in the onboarding and offboarding process by preparing email accounts, setting up software, and providing necessary information to employees.
• Maintain a subscription and access tracking spreadsheet for all software and tools employees use. Other Admin Duties, and Tasks:
• Arrange travel and accommodations for executives and staff, including making bookings and managing travel preferences.
• Perform additional ad-hoc duties as assigned by the CEO or Directors (e.i., assisting with special projects, preparing reports, or supporting company events).
• Manage and organize incoming surveys (Excel/Google Sheets), ensuring all data is accurately recorded and reported.
• Administer quarterly surveys via Google Forms and follow up with participants as needed.

Performance Evaluations: 

• Quarterly reviews are to be conducted by the CEO using a set of performance metrics.

Competencies:

Education/Experience:

Computer Skills:

Benefits:

• Leave encashment
• Provident Fund

Supplemental Pay Types:

• Overtime pay
• Shift allowance
• Yearly bonus

Binated does not charge any fee at any stage of the recruitment & selection process. Binated has not authorized any person/agency/partner to collect any fee for recruitment from candidates. If at all you notice the above, please bring it to our attention immediately