Secretary / Executive Assistant

Job Description

Job Summary As the Executive Assistant to the Director at MY SOLAR, you will provide comprehensive high-level administrative support by managing schedules, coordinating meetings, handling communications, and overseeing office functions. You will play a crucial role in enhancing the Director’s effectiveness through strategic support, confidentiality management, and task execution. Company Overview MY SOLAR is a trusted manufacturer and trader of solar protection devices and industrial electrical products. Known for its innovation and commitment to quality, MY SOLAR continues to expand rapidly across India, offering employees a dynamic and professional environment. Key Responsibilities Responsibility Area Description Calendar Management - Manage the Director’s schedule, appointments, and travel itineraries. Communication Handling - Draft and manage professional communication on behalf of the Director. Document Preparation - Create, review, and maintain reports, presentations, and official . correspondence Meeting Coordination - Organize meetings including agenda preparation, minutes, and follow-ups. Task and Project Management - Track assigned tasks and projects ensuring timely completion. Office Administration - Manage office supplies, vendor coordination, and administrative logistics for the . the Director’s office. Confidential Information Management - Maintain strict confidentiality across sensitive business matters. Key Skills & Must-Have Qualities Skill/Quality Description Organizational Skills - Ability to manage schedules, meetings, and multiple priorities efficiently. Communication Skills - Strong verbal and written communication for internal and external interactions. Proficiency in Tools - Advanced skills in MS Office (Excel, Word, PowerPoint) and familiarity with Google . Calendar, Gmail. Confidentiality - Ability to handle sensitive information with discretion and integrity. Time Management - Effectively prioritize tasks to ensure deadlines are consistently met. Professionalism - Maintain a high standard of professionalism in every interaction. Attention to Detail - Ensure accuracy in documentation, reporting, and coordination. Multitasking Ability - Manage various administrative, communication, and support activities . simultaneously Flexibility - Adapt to changing schedules and tasks with composure. Task Management Tools - Experience with tools like Trello, Asana, or similar project management software is . preferred. Key Result Areas (KRAs) KRA Description Calendar Management - Ensure seamless scheduling, conflict resolution, and timely organization of . meetings Communication Management - Ensure timely and professional handling of internal and external communication. Document Quality Management - Deliver high-quality, error-free reports, presentations, and documents.Deliver high- . quality, error-free reports, presentations, and documents Task & Project Coordination - Follow up on assigned tasks to ensure deadlines and priorities are met. Confidentiality Compliance - Maintain 100% confidentiality for Director’s information and company matters. Key Performance Indicators (KPIs) KPI Target Meeting Scheduling Accuracy - 100% accuracy in scheduling with no conflicts. Communication Response Time - Respond to communication queries within 24 hours. Document Quality - Zero critical errors in prepared documents and presentations. Task Completion Rate - 100% of assigned tasks completed before or on deadline. Calendar Accuracy - Daily calendar updates without conflicts or scheduling errors.