Job
Description
JOB TITLE: PERSONAL ASSISTANT (PA) / PERSONAL SECRETARY (PS) GENDER - FEMALE, ATTRIBUTES - CAN BE ABLE TO TRAVEL PAN INDIA AGE GROUP - BETWEEN 35 TO 45 AND WILLING TO RELOCATE TO DELHI-NCR / KARNAL INDUSTRY: FAST-MOVING CONSUMER GOODS (FMCG) REPORTS TO: CHAIRMAN CUM MANAGING DIRECTOR JOB OVERVIEW: THE PERSONAL SECRETARY WILL ASSIST OUR C.M.D AND PROVIDES HIGH-LEVEL ADMINISTRATIVE AND SECRETARIAL SUPPORT WITHIN OUR ORGANIZATION. THIS ROLE DEMANDS EXCEPTIONAL ORGANIZATIONAL SKILLS, DISCRETION, PROACTIVENESS, AND THE ABILITY TO MANAGE A WIDE RANGE OF TASKS EFFICIENTLY. THE PA ACTS AS A GATEKEEPER AND POINT OF CONTACT, ENSURING THE SMOOTH OPERATION OF ALL THE DAILY ACTIVITIES AND CONTRIBUTING TO OVERALL EFFECTIVENESS. IN THE FAST-PACED FMCG ENVIRONMENT, THIS OFTEN INVOLVES MANAGING TIGHT SCHEDULES, COORDINATING WITH VARIOUS INTERNAL DEPARTMENTS (LIKE SALES, MARKETING, SUPPLY CHAIN), AND HANDLING CONFIDENTIAL INFORMATION RELATED TO PRICING, PROCUREMENT, PRODUCT LAUNCHES, MARKET STRATEGIES, AND FINANCIAL PERFORMANCE. KEY RESPONSIBILITY AREAS (KRAS): BREAKDOWN OF THE TYPICAL KEY RESPONSIBILITIES: 1. DIARY AND CALENDAR MANAGEMENT: A. MAINTAINING AND MANAGING C.M.D COMPLEX DIARY, SCHEDULING APPOINTMENTS, MEETINGS (INTERNAL AND EXTERNAL), AND CONFERENCE CALLS ACROSS VERTICALS. B. PRIORITIZING APPOINTMENTS AND RESOLVING SCHEDULING CONFLICTS EFFICIENTLY. REMINDING C.M.D OF UPCOMING ENGAGEMENTS AND ENSURING THEY HAVE ALL NECESSARY INFORMATION AND MATERIALS. 2. COMMUNICATION MANAGEMENT: A. HANDLING INCOMING AND OUTGOING CORRESPONDENCE (EMAILS, LETTERS, PHONE CALLS), PRIORITIZING AND RESPONDING ON BEHALF OF THE C.M.D WHEN APPROPRIATE. B. FILTERING AND DIRECTING INQUIRIES TO THE RELEVANT DEPARTMENTS OR INDIVIDUALS. DRAFTING AND PREPARING ROUTINE CORRESPONDENCE, REPORTS, PRESENTATIONS, AND OTHER DOCUMENTS AND MANAGING AND MAINTAINING ORGANIZED OFFICE SYSTEMS (BOTH PHYSICAL AND ELECTRONIC). 3. MEETING AND TRAVEL COORDINATION: A. ORGANIZING AND COORDINATING MEETINGS, INCLUDING PREPARING AGENDAS, DISTRIBUTING MEETING MATERIALS, TAKING MINUTES, AND FOLLOWING UP ON ACTION POINTS. B. ARRANGING ALL TRAVEL ITINERARIES AND ENSURING ALL LOGISTICAL DETAILS ARE HANDLED SMOOTHLY AND SHE NEED TO TRAVEL WITH C.M.D PAN INDIA AS PER HIS PROGRAM. 4. INFORMATION AND DOCUMENT MANAGEMENT: A. CREATING AND MAINTAINING ORGANIZED REPORTING SYSTEMS, BOTH ELECTRONIC AND PHYSICAL, ENSURING EASY ACCESS TO INFORMATION, ALSO PREPARING AND FORMATTING REPORTS, PRESENTATIONS, AND OTHER DOCUMENTS USING SOFTWARE LIKE MICROSOFT OFFICE SUITE (WORD, EXCEL, POWERPOINT). 5. MAINTAINING CONFIDENTIALITY OF SENSITIVE INFORMATION. A. GATEKEEPING AND LIAISON, ACTING AS A PRIMARY POINT OF CONTACT FOR INTERNAL AND EXTERNAL STAKEHOLDERS, ALSO SCREENING VISITORS AND PHONE CALLS, AND MANAGING ACCESS TO THE C.M.D. B. BUILDING AND MAINTAINING POSITIVE WORKING RELATIONSHIPS WITH COLLEAGUES ACROSS DIFFERENT DEPARTMENTS AND EXTERNAL PARTNERS (E.G., AGENCIES, DISTRIBUTORS). 6. PROJECT AND TASK SUPPORT: A. PROVIDING SUPPORT ON SPECIFIC PROJECTS AS REQUIRED BY THE C.M.D, WHICH MIGHT INCLUDE RESEARCH, DATA GATHERING, AND FOLLOW-UP ACTIONS. B. TRACKING DEADLINES AND ENSURING TIMELY COMPLETION OF TASKS DELEGATED BY C.M.D & PREPARING AND SUBMITTING ALL THE REPORTS. 7. PERSONAL ASSISTANCE: A. HANDLING HIS PERSONAL TASKS, FOODING HABBITS AND ENGAGEMENTS, MAINTAINING CONFIDENTIALITY AT ALL TIMES AND ALSO MAKE SHIELD FOR HIM FROM ALL VERTICAL SO HE CAN FINISH HIS DAY OFF COOL AND CALM WAY. 8. OFFICE MANAGEMENT: A. ENSURING THE SMOOTH FUNCTIONING OF THE EXECUTIVE'S OFFICE, INCLUDING MANAGING SUPPLIES AND EQUIPMENT. * LIAISING WITH IT, FACILITIES, AND OTHER SUPPORT SERVICES AS NEEDED. * UNDERSTANDING THE FMCG CONTEXT: * DEVELOPING A BASIC UNDERSTANDING OF THE FMCG INDUSTRY, THE COMPANY'S PRODUCTS, KEY COMPETITORS, AND MARKET DYNAMICS TO PROVIDE MORE EFFECTIVE SUPPORT. * BEING AWARE OF CRITICAL TIMELINES RELATED TO PRODUCT LAUNCHES, MARKETING CAMPAIGNS, AND SALES TARGETS. ESSENTIALLY, THE PERSONAL SECRETARY IN THE FMCG INDUSTRY IS A HIGHLY ORGANIZED, PROACTIVE, AND DISCREET INDIVIDUAL WHO PLAYS A VITAL ROLE IN SUPPORTING THE EFFICIENCY AND EFFECTIVENESS TO C.M.D WITHIN A DYNAMIC AND COMPETITIVE BUSINESS ENVIRONMENT. THEY NEED TO BE ADAPTABLE, RESOURCEFUL, AND CAPABLE OF HANDLING MULTIPLE PRIORITIES UNDER PRESSURE. NOTE: WE ARE PROVIDING ACCOMODATION AND FOODING AT C.M.D RESIDENCE AND COMPANY GUEST HOUSES. CORPORATE OFFICE C-414, TOWER-C, THE ITHUM, PLOT NO : A-40, SECTOR-62, NOIDA - 201301, UTTAR PRADESH PLANTS PLOT. 12, G.T ROAD, KARNAL-132001, HARYANA, GEER ROAD, BADAGAON, KARNAL-132023, SAMPLA CHOWK, KHARKHODA, SONIPAT - 131402, HARYANA, 2C - MAPPLE. PURBA BARDHAMAN, BURDWAN, - 713102, WEST BENGAL contact@yumpy.in, chaskanoodles@gmail.com, +91-7707007020
