Personal Assistant To the Director

Role & responsibilities

• Welcomes visitors in a warm manner; determine the nature and purpose of visit and directs or escorts them to the specific destination
• Screening, directing, answering phone calls and distribute correspondence
• Brings concerns and solutions to the attention of the Director as needed
• Schedules meetings for the Director on a daily basis.
• Maintains the readiness and the calendars of all the meeting rooms
• Manage email & type correspondences
• Anticipate the needs and address issues before they arise
• Collaborate with various staff, multiple departments, and other executive assistants on a daily basis on behalf of the executive, and when working on and completing assigned projects
• Develop and maintain a filing system; organize, maintain and keep the files ready
• Researches, develops and implements action items under the direction of the Director in order to complete projects and accomplish Company goals
• Attends meetings in order to record minutes; compiles, transcribes, and distributes minutes of meetings
• Maintain client details and related events i.e. invitations and wishes on behalf of director or reminder to director.
• Daily follow up with various members of the team
• Act as a point of contact between the Director and the Client
• Formatting information for internal and external memos, emails, presentations, reports
• Handling requests and queries appropriately
• Managing information flow in a timely and accurate manner and sending reminders
• Preparing facilities for scheduled events and arranging refreshments, if required
• Preparing Itinerary, making travel and accommodation arrangements
• Reporting directly to the Director
• Supporting the day to day work of the Director
• Maintain discretion and confidentiality
• Developing and maintaining professional communications with all the department heads
• Exhibition registrations
• Calendar and Diary management
• Ensuring reports are being submitted to the Director as per Report Calendar

Preferred candidate profile

• IT Skill (Computer operating skill)
• Strong organization skills, ability to manage multiple tasks simultaneously.
• Analytical and problem-solving abilities with keen attention to detail.
• Proficient with Microsoft Office Suite (Word, Excel, PowerPoint)
• Troubleshooting & problem solving technique knowledge
• Strong team building, decision-making and people management
• Working knowledge of office equipment, like printers and fax machines
• Punctual with good attendance history.
• Task Management and Follow up
• Reasonable typing speed
• Good spoken and written English
• Good reading and writing Hindi
• Knowing Marathi would be beneficial