Personal Assistant

JOB PURPOSE

This position extends critical support in terms of handing, monitoring Chairman-Airports (CA) mails swiftly with shortest turnaround time, escalate the mails to BCMO Business Team for their inputs & check with Head-Integration for his directions on important / confidential matters before escalating to BCM. Follow up with BCM for mails reply, directions & approvals. To process hard copy of Financial approval notes, MOM & Board Resolution documents for BCMs signature, coordinating pre-read materials from various department and forwarded to BCM before the meeting, etc. Planning and execution of travel details of Chairman Airports including itinerary, flight, visa, accommodation, etc. Provides fall back support to BCM-A in secretarial functions including scheduling of meetings, travel in the absence of Secretary.

GHB members

KEY ACCOUNTABILITIES

Key Performance Indicators

• Scrutinize mails, effective calendar management, fixing appointments, review meetings, prioritizing phone calls, maintaining accurate contact database, general filing and maintain to do list.
• Effective time management
• Travel Management:
• Coordinate travel logistics for local, outstation & overseas visits i.e. tickets, hotel booking, visas, insurance, forex, matrix, logistics, coordinating itinerary, checklist, etc.TimelinesExpense Management:
• Prepare and submit reimbursement claims based on the expenses incurred adhering to policy and within timelines e.g. Travel, Mobile, Petrol, Medical etc., tracking reimbursements Accuracy of MISData Management:
• Collation of discussion material, compiling MIS, assistance to prepare Presentations for conferences/seminars/review meetings, updation of address book, support Manager in the role of EA.Accuracy and timelineVisitor Management:
• Facilitate in-office and external meetings, ensuring hospitality, booking venue, logistics, coordinating schedule, follow up pending meetings list, etc.Ensuring timelines Endorsements:
• Approve leaves, team reimbursement claims, accounts related car form, purchase orders in SAP in line with policy, ensuring timely submission of HR relatedinitiatives e.g. goal sheets, annual / mid- year appraisals, financial competency of team, etc.TimelinesTeam Support:
• Provide all assistance and coordination to respective teams , assist Manager for any personal work, support Superiors as and when requiredTimelines