Personal Assistant

Job Purpose:

This position extends critical support in handling and monitoring Chairman-Airports (CA) emails promptly with the shortest turnaround time. It includes escalating the emails to the BCMO Business Team for their inputs and seeking directions from the Head-Integration for important or confidential matters before escalation to the BCM. Follow-up with BCM for email replies, directions, and approvals is also part of the role. Additionally, the role involves processing hard copies of financial approval notes, MOM (Minutes of Meeting), and Board Resolution documents for BCMs signatures. It also entails coordinating pre-read materials from various departments and forwarding them to BCM before meetings.

The position is responsible for planning and executing the travel details of the Chairman of Airports, including itinerary, flight, visa, accommodation, etc. It also provides fallback support to BCM-A in secretarial functions, such as scheduling meetings and handling travel arrangements in the absence of the Secretary.

The role involves providing efficient assistance to the respective GHB members in the areas of administrative activities, travel, accommodation, meetings, events for GHB Members (promoters) in the Mumbai location, data management, and supporting respective teams for the smooth functioning of daily tasks and enhancing manager productivity.

Key Accountabilities:

Office Management:

• Scrutinize mails, manage calendars, schedule appointments, organize review meetings, prioritize phone calls, maintain an accurate contact database, perform general filing, and maintain a to-do list.

• Key Performance Indicator:

  Effective time management.

Travel Management:

• Coordinate travel logistics for local, outstation, and overseas visits, including booking tickets, hotels, visas, insurance, forex, and logistics. Ensure itinerary and checklist coordination.

• Key Performance Indicator:

  Timely execution of tasks.

Expense Management:

• Prepare and submit reimbursement claims based on incurred expenses, adhering to policy and timelines (Travel, Mobile, Petrol, Medical, etc.). Track reimbursements.

• Key Performance Indicator:

  Accuracy of MIS.

Data Management:

• Collate discussion materials, compile MIS, assist in preparing presentations for conferences/seminars/review meetings, update address books, and provide support to the Manager as an Executive Assistant (EA).

• Key Performance Indicator:

  Accuracy and adherence to timelines.

Visitor Management:

• Facilitate in-office and external meetings by ensuring hospitality, booking venues, managing logistics, coordinating schedules, and following up on pending meetings.

• Key Performance Indicator:

  Timeliness of task execution.

Endorsements:

• Approve leaves, team reimbursement claims, accounts-related car forms, and purchase orders in SAP in line with policy. Ensure timely submission of HR-related initiatives such as goal sheets, appraisals, and financial competency assessments.

• Key Performance Indicator:

  Timely submission of HR-related initiatives.

Team Support:

• Provide all assistance and coordination to respective teams, assist the Manager with personal work, and support superiors as required.

• Key Performance Indicator:

  Timeliness in delivering tasks.

External Interactions:

• Interaction with consultants related to projects, their invoices, and other correspondence.
• Coordinate with external vendors for arranging training related to specific software.
• Liaise with courier agencies for incoming and outgoing couriers and maintain proper records.

Internal Interactions:

• GHB & Senior Management offices.
• Project/Working teams.

Financial Dimensions:

• Not applicable.

Other Dimensions:

Education Qualifications:

• Graduate.
• Diploma in Personal Assistance.
• Shorthand skills.

Relevant Experience:

• 10+ years of experience working with top or middle management. The ability to handle pressure, be a team player, and have excellent interpersonal skills is essential.

Competencies:

1. Entrepreneurship
2. Capability Building
3. Social Awareness
4. Planning & Decision Making
5. Execution & Results
6. Strategic Orientation
7. Problem Solving & Analytical Thinking
8. Networking
9. Personal Effectiveness
10. Teamwork & Interpersonal Influence
11. Stakeholder Focus