Job Role Create awareness of and develop the SHANPARTS brand Produce captivating and high-quality graphic designs for various mediums, including digital and print. Develop creative concepts and execute designs for social media platforms, ensuring brand consistency and visual appeal. Collaborate with the marketing team to generate visually appealing content that effectively communicates brand messaging. Design and optimize user-friendly e-commerce platforms, focusing on intuitive navigation and aesthetic appeal to enhance customer experience. Stay updated with the latest design trends and technologies to ensure the continuous improvement of design processes and outputs Principle Accountabilities : Contribute to the development and maintenance of the brand's visual identity through digital and print media. Create captivating artwork, craft engaging social media posts, and optimize the design of our ecommerce platform to drive our brand's success. Utilize graphic design software tools, such as Adobe Creative Suite (Photoshop, Illustrator, InDesign), Sketch, and other relevant software, to create designs. Manage multiple design projects simultaneously, ensuring deadlines are met and projects are delivered on time. Collaborate with marketing team to deliver high-quality design solutions. Required Candidate Profile: Bachelor's degree in Graphic Design, Visual Arts, or a related field. Proven experience in graphic design, particularly in artwork creation, social media content, and ecommerce platforms. Strong portfolio showcasing a diverse range of design work. Proficiency in industry-standard design software (Adobe Creative Suite, Sketch, etc.). Excellent communication skills and the ability collaborate effectively with cross-functional teams. Strong attention to detail and creativity. Ability to adapt to changing design trends and technology.

Responsible of meeting the objectives assigned. To receive enquires from the PAN India sales team and understand the customers requirements thoroughly. Gather required data for quote preparation. Build and maintain pricing measurements for decision making processes. Refer to the GET and undercarriage pricing list/ask seniors for permitted costs, then prepare a sales quotation in response to the enquiry after confirming the stock availability on SAP Share the sales quotation with the concerned salesperson Follow up with the sales team on open and closed opportunities Prepare a dispatch note and billing form after the order is placed and share them with the billing department. To maintain and update existing / new quotation databases SAP. Gain a thorough understanding of the engineering spare parts product line Build the right price in line with the company pricing policy from the moment the request is received and assigned to him/her, up to the end of negotiations Prepare sales quotations as per the permissible cost Data management Build and manage strong long-lasting relationships with internal sales team Bachelors/ Masters degree in related field. 2 4 years of sales quotation preparation experience. 2+ years of experience in handling SAP Proven ability to articulate the distinct aspects of products & services Excellent listening, negotiation and presentation skills Excellent verbal and written communications skills Results-oriented with strong analytical skills Excellent in Microsoft Office.Excel should be good Pricing strategy,Product knowledge ,Market research ,Negotiation skills ,CRM (Customer Relationship Management) software

Assist the HOD in creating and implementing international purchase and logistics strategies that are innovative, cost-effective, and incorporate the growing complexities and challenges within the industry Assist the HOD in managing all international logistics for the import and export of goods: provide shipment visibility and status updates to ensure on-time delivery; monitor and manage brokerage, forwarding, and steamship lines, and freight forwarders. Execute the companys purchasing activities and all purchase orders to both domestic and international suppliers for engineering spare parts, packaging and other supplies. Maintain close coordination with suppliers/vendor to ensure equipments arrive in a timely fashion. Build long-term relationships with new and existing suppliers/vendors in the Engineering spare parts industry; secure and analyze quotes in accordance with our cost, safety and quality standards. Maintain a clear understanding of best practices both internally and externally for continuous process improvement in international purchasing and logistics and have the opportunity to help build your own team. Assit in managing the development and enforcement of import/export compliance policies and procedures, including but not limited to; Customs, FSMA, NAFTA, ISF, etc. Responsible to ensure the companys compliance with regulatory bodies and laws related to import/export business, and to work with internal and external stakeholders to establish and maintain compliance and best practices. Maintain communication with suppliers, customers brokers, forwarders, internal stakeholders, and customers to enhance productivity, compliance and relations for both imports and exports. Execute and monitor sales orders for direct shipment from SHANPARTS suppliers directly to SHANPARTS customers, both domestically and internationally; this includes purchasing, sales order entry, logistics coordination and customer service. Coordinate with both Accounts Receivable and Accounts Payable to ensure accurate, on-time payments to trade partners. Maintain clear and comprehensive documentation, including retention, execution, data entry and record-keeping for international logistics and purchasing activities as required by regulatory bodies. Exp.- 8+ Years (International Purchase)

Key Roles and Responsibilities Prepare and process quotations for customers in a timely manner. Collaborate closely with the sales team to ensure prompt submission of quotes. Maintain detailed and accurate records of all quotations and follow up on approvals. Handle procurement-related vendor communication, including negotiations and follow-ups. Track and manage all purchase orders (POs), including received and pending orders. Maintain and update procurement and quotation trackers with 100% accuracy. Utilize Zoho ERP for managing quotations, POs, and procurement processes (knowledge of Zoho ERP is an added advantage). Requirements: Bachelors degree in any discipline. 1+ years of experience in quotation processing, procurement. Proficiency in Microsoft Excel, Word, and PowerPoint. Knowledge of Zoho ERP is beneficial. Apply at: hr1@shantilalcmehta.com Job Type: Full-time

Manages the day-to-day administrative affairs of the CEOs office, scheduling all appointments, conferences, engagements and other commitments. Provides the CEO with background information, meeting summaries and/or supporting documents in preparation for scheduled appointments, meetings and engagements; coordinates with other departments as necessary for reports and communications for preparation of specific engagements and maintains and tracks detailed priority list of projects and engagements. Maintains an efficient flow of information between all levels of the Company including internal and external contacts on a wide spectrum of plans and priorities. Screens incoming calls to the CEO, determining nature of call and whether or not it requires the attention of the CEO, takes messages and maintains contact lists, and whenever possible responds to callers directly based on knowledge of CEOs preferences, office functions, policy, priorities and availability or makes sure the caller receives appropriate transfer to another department. Processes all incoming correspondence received in the office of the CEO, prioritizing and determining its disposition. Determines which correspondence can be handled by self and takes the initiative in drafting responses for the CEOs signature based on knowledge of his activities, interests, priorities, and issues. Handles confidential and sensitive information with poise, tact and diplomacy. Schedules and organizes all activities such as meetings, travel, car services and Company activities for the CEO. Greets and manages all visiting members and guests and handles all of their needs for the duration of their stay. Produces meeting summaries and maintains and tracks CEOs priority lists of projects and other board memberships and responsibilities. Serves as a liaison with other departments, affiliate organizations, government offices and other agencies and senior level staff. Handles all related business finances, reconciles credit card statements and manages all expense reports in a timely manner. Works independently and within a team on special and ongoing projects when necessary.

Manages the day-to-day administrative affairs of the CEOs office, scheduling all appointments, conferences, engagements and other commitments. Provides the CEO with background information, meeting summaries and/or supporting documents in preparation for scheduled appointments, meetings and engagements; coordinates with other departments as necessary for reports and communications for preparation of specific engagements and maintains and tracks detailed priority list of projects and engagements. Maintains an efficient flow of information between all levels of the Company including internal and external contacts on a wide spectrum of plans and priorities. Screens incoming calls to the CEO, determining nature of call and whether or not it requires the attention of the CEO, takes messages and maintains contact lists, and whenever possible responds to callers directly based on knowledge of CEOs preferences, office functions, policy, priorities and availability or makes sure the caller receives appropriate transfer to another department. Processes all incoming correspondence received in the office of the CEO, prioritizing and determining its disposition. Determines which correspondence can be handled by self and takes the initiative in drafting responses for the CEOs signature based on knowledge of his activities, interests, priorities, and issues. Handles confidential and sensitive information with poise, tact and diplomacy. Schedules and organizes all activities such as meetings, travel, car services and Company activities for the CEO. Greets and manages all visiting members and guests and handles all of their needs for the duration of their stay. Produces meeting summaries and maintains and tracks CEOs priority lists of projects and other board memberships and responsibilities. Serves as a liaison with other departments, affiliate organizations, government offices and other agencies and senior level staff. Handles all related business finances, reconciles credit card statements and manages all expense reports in a timely manner. Works independently and within a team on special and ongoing projects when necessary.

Create and implement international logistics and supply-chain strategies in collaboration with the HOD, Product manager/ Sales team and Warehouse team. Provide relevant data and analysis to the purchase, sales and warehouse team throughout the supply chain Responsible for harmonizing and monitoring supply chain operations Negotiate sea and air freight quotes with carriers. Responsible for troubleshooting any concern related to international freight transportation Work with existing transportation suppliers on optimal delivery rate and routing Ensure that internal teams recommend the most advantageous transportation modes, routing, equipment or frequency Direct and follow-up with incoming and outgoing materials to ensure prompt delivery to customers Responsible for planning and tracking the shipment of final materials according to customer requirements Responsible for the preparation of appropriate and accurate logistics reports for upper management Monitor deliveries and ensure customer satisfaction Maintain clear and comprehensive documentation, including accurate logs/ record of all transportation and goods for international logistics and purchasing activities as required by regulatory bodies.

To source and secure new business in Andhra Pradesh Region To ensure optimal growth for the company products, in accordance with new business targets set To service current accounts and develop new accounts to meet sales targets To optimize retention of existing business To provide effective, efficient, professional service and advice to ensure client satisfaction of the highest level. This through effective and efficient management of individual portfolio and database of prospects, current clients and past clients. Remain informed and up to date with regards to Industry related news, product knowledge and continuously strive to develop own skills and knowledge in order to perform optimally Contribute to annual sales / marketing plans, contribute to key- / target customers targeting Responsible for team management and achieving team goals. Establish and maintain a high level of customer satisfaction. Communicate to and work with the other departments as necessary to resolve unique customer issues/concerns. Work with Accounts Receivable to collect on accounts and to define credit terms that will most likely achieve payment and retain the customer Attend and participate in workshops and training programs as and when offered Principle Accountabilities: Develop and execute strategic plan to achieve sales targets and expand client base. Determine annual unit and gross-profit plans by implementing appropriate strategies, analyzing trends and results. Establish sales objectives by forecasting and developing quarterly sales targets, projecting expected sales volume and profit for existing and new clients Own and hit/exceed annual sales targets within assigned territory and accounts /Clients Team management and development Build and manage strong long-lasting relationships with Key Accounts in the assigned territory with the objective of increasing sales volume and market share Partner with existing / new clients to understand their on-going business needs and objectives so as to alter strategies accordingly Understand category-specific landscapes and trends of the clients so as to cater to different needs. Required Candidate Profile: BE (Mechanical) degree or equivalent MBA preferred 10 - 12 years of experience in sales of engineering spare parts 5+ years of experience in team management Ability to communicate, present and influence all levels of the organization, including executive and senior level Proven ability to drive the sales process from plan to close Proven ability to articulate the distinct aspects of products & services Proven ability to position services against competitors Proven ability to lead a team to meet quotas Excellent listening, negotiation and presentation skills Excellent verbal and written communications skills Excellent leadership skills Results-oriented with strong analytical skills Deep understanding of CRM systems and best practices Proficient in Microsoft Office

Key Roles and Responsibilities: Support & Mentor Guide field sales teams on strategy and sales and customer management. Market Analysis Track trends, competitors, and business opportunities. Operations Coordinate communication, logistics, and sales tracking. Relationships Build customer ties and resolve disputes. Reporting Provide market and sales insights to HQ in company format. Requirements: 5+ years of experience in sales, operations, or coordination in earthmoving line will be an advantage. Strong market knowledge, leadership, problem-solving, and communication skills. Proficiency in MS Office, fluency in English & local language, and willingness to travel in the assigned territory.

To source and secure new business in Karnataka Region To ensure optimal growth for the company products, in accordance with new business targets set To service current accounts and develop new accounts to meet sales targets To optimize retention of existing business To provide effective, efficient, professional service and advice to ensure client satisfaction of the highest level. This through effective and efficient management of individual portfolio and database of prospects, current clients and past clients. Remain informed and up to date with regards to Industry related news, product knowledge and continuously strive to develop own skills and knowledge in order to perform optimally Contribute to annual sales / marketing plans, contribute to key- / target customers targeting Responsible for team management and achieving team goals. Establish and maintain a high level of customer satisfaction. Communicate to and work with the other departments as necessary to resolve unique customer issues/concerns. Work with Accounts Receivable to collect on accounts and to define credit terms that will most likely achieve payment and retain the customer Attend and participate in workshops and training programs as and when offered

To source and secure new business in Andhra Pradesh Region To ensure optimal growth for the company products, in accordance with new business targets set To service current accounts and develop new accounts to meet sales targets To optimize retention of existing business To provide effective, efficient, professional service and advice to ensure client satisfaction of the highest level. This through effective and efficient management of individual portfolio and database of prospects, current clients and past clients. Remain informed and up to date with regards to Industry related news, product knowledge and continuously strive to develop own skills and knowledge in order to perform optimally Contribute to annual sales / marketing plans, contribute to key- / target customers targeting Responsible for team management and achieving team goals. Establish and maintain a high level of customer satisfaction. Communicate to and work with the other departments as necessary to resolve unique customer issues/concerns. Work with Accounts Receivable to collect on accounts and to define credit terms that will most likely achieve payment and retain the customer Attend and participate in workshops and training programs as and when offered Principle Accountabilities: Develop and execute strategic plan to achieve sales targets and expand client base. Determine annual unit and gross-profit plans by implementing appropriate strategies, analyzing trends and results. Establish sales objectives by forecasting and developing quarterly sales targets, projecting expected sales volume and profit for existing and new clients Own and hit/exceed annual sales targets within assigned territory and accounts /Clients Team management and development Build and manage strong long-lasting relationships with Key Accounts in the assigned territory with the objective of increasing sales volume and market share Partner with existing / new clients to understand their on-going business needs and objectives so as to alter strategies accordingly Understand category-specific landscapes and trends of the clients so as to cater to different needs. Required Candidate Profile: BE (Mechanical) degree or equivalent MBA preferred 10 - 12 years of experience in sales of engineering spare parts 5+ years of experience in team management Ability to communicate, present and influence all levels of the organization, including executive and senior level Proven ability to drive the sales process from plan to close Proven ability to articulate the distinct aspects of products & services Proven ability to position services against competitors Proven ability to lead a team to meet quotas Excellent listening, negotiation and presentation skills Excellent verbal and written communications skills Excellent leadership skills Results-oriented with strong analytical skills Deep understanding of CRM systems and best practices Proficient in Microsoft Office

Create and implement international logistics and supply-chain strategies in collaboration with the HOD, Product manager/ Sales team and Warehouse team. Provide relevant data and analysis to the purchase, sales and warehouse team throughout the supply chain Responsible for harmonizing and monitoring supply chain operations Negotiate sea and air freight quotes with carriers. Responsible for troubleshooting any concern related to international freight transportation Work with existing transportation suppliers on optimal delivery rate and routing Ensure that internal teams recommend the most advantageous transportation modes, routing, equipment or frequency Direct and follow-up with incoming and outgoing materials to ensure prompt delivery to customers Responsible for planning and tracking the shipment of final materials according to customer requirements Responsible for the preparation of appropriate and accurate logistics reports for upper management Monitor deliveries and ensure customer satisfaction Maintain clear and comprehensive documentation, including accurate logs/ record of all transportation and goods for international logistics and purchasing activities as required by regulatory bodies. Exp.- 4+ Years (Supply-chain Management) Education- Bachelors/ Masters degree in Logistics/ Supply-Chain Management or equivalent.

Responsible of meeting the objectives assigned. To receive enquires from the PAN India sales team and understand the customers requirements thoroughly. Gather required data for quote preparation. Build and maintain pricing measurements for decision making processes. Refer to the GET and undercarriage pricing list/ask seniors for permitted costs, then prepare a sales quotation in response to the enquiry after confirming the stock availability on SAP Share the sales quotation with the concerned salesperson Follow up with the sales team on open and closed opportunities Prepare a dispatch note and billing form after the order is placed and share them with the billing department. To maintain and update existing / new quotation databases SAP. Gain a thorough understanding of the engineering spare parts product line Build the right price in line with the company pricing policy from the moment the request is received and assigned to him/her, up to the end of negotiations Prepare sales quotations as per the permissible cost Data management Build and manage strong long-lasting relationships with internal sales team Bachelors/ Masters degree in related field. 2 4 years of sales quotation preparation experience. 2+ years of experience in handling SAP Proven ability to articulate the distinct aspects of products & services Excellent listening, negotiation and presentation skills Excellent verbal and written communications skills Results-oriented with strong analytical skills Excellent in Microsoft Office

To develop and maintain relationships with existing customers through digital meetings/ personal visits/ phone calls/ emails/ WhatsApp with the objective of increasing business volumes. Maintain a customer contact list and call customers on a daily basis after getting the same approved by seniors. To gather information about each customer's fleet and determine when the undercarriage was replaced, as well as what spares they buy on a regular basis and of what make - to enable us to send a proposal and introduce our product lines to the company. To visit the assigned territory/state once a month to meet with customers in person and build relationships with them in order to increase business volume. To conduct an internet search for new customers in the mining, road construction, cement, iron ore extraction industries, as well as companies that hire out machineries, focusing on spare parts for excavators, bulldozers, wheel loaders, hydraulic rock breakers, motor graders, backhoe loaders, dump trucks, and hydraulic drilling. To prepare sales quotations for enquiries received by you and your seniors, after confirming the stock availability on SAP. To function as a single point of contact for customers in the territory/state that has been assigned to you. To deliver professional and effective services to internal and external customers, in order to meet their expectations, especially in terms of service quality and timelines, as outlined in departmental SOPs. After each sale, solicit customers feedback on the company's products and services. To maintain customer retention and revival data for the allocated territory/state. To maintain and update existing / new customer databases on C4C (cloud for customers) software program. To keep a track on outstanding payments to be received from the customers.

Drive the execution of all product lifecycle processes for products, including product research, market research, competitive analysis, planning, positioning, roadmap development, requirements development, and product sales Analyze consumer needs, current market trends, and potential partnerships. Create product strategy documents that describe business cases, high-level use cases, technical requirements, revenue, and ROI Analyze market data to develop sales strategies, and define product objectives for effective marketing communications plans Collaborate closely with sales teams on the product development and key features, as well as provide demos to ensure that they understand and can present the same to clients. Brief and train the sales force at monthly sales meetings Develop product positioning and messaging that differentiates SHANPARTS and its features across primary market segments Principle Accountabilities: Define product strategy and roadmap Drive the product and business-planning process across cross-functional teams of the company Analyze product requirements and develop appropriate programs to ensure theyre successful achieved Develop, implement, and maintain sales timelines across sales departments Appraise new product ideas and strategize appropriate to-market plans Principle Accountabilities: Define product strategy and roadmap Drive the product and business-planning process across cross-functional teams of the company Analyze product requirements and develop appropriate programs to ensure theyre successful achieved Develop, implement, and maintain sales timelines across sales departments Appraise new product ideas and strategize appropriate to-market plans.

Accounts: Assisting the senior in timely preparation of statutory books of accounts and finalization of year-end financial statements Assisting the senior in preparation of P&L Account, Balance Sheet and Cash Flow Statement, ensuring conformance to time, accuracy and accounting standards. Preparing and maintaining necessary stock records to track the inward/ outward movement of goods; conducting stock verification/ reconciliation at regular intervals Preparation of monthly basis ledger of all accounts Sales accounting - Accounts Receivable. Reconciliation of various accounts such as: receivables, payables & intercompany transactions Following proper accounting treatments & proper document filing.Taxation: Assisting the senior in proper documentation for sales tax, export/import & TDS/TCS, GST. Assisting the senior in on-time return filing & tax payments under GST, excise, customs, TDS/TCS whether monthly/quarterly/half yearly/yearly. Assisting the senior in filing of records like, online GST reconciliations, RG23A, RG23C (both part I & II), Form IV & RG I register for excise purpose, CENVAT reconciliation register, ARE1, ARE3, Consolidated ARE, C-form issue & collection, issue of form 16 & 16A and also Form-I & GSP Certificate Assisting the senior in arranging the refund claims from department under Rule-5 & rebate claim

Job Role Create and implement international logistics and supply-chain strategies in collaboration with the HOD, Product manager/ Sales team and Warehouse team. Provide relevant data and analysis to the purchase, sales and warehouse team throughout the supply chain Responsible for harmonizing and monitoring supply chain operations Negotiate sea and air freight quotes with carriers. Responsible for troubleshooting any concern related to international freight transportation Work with existing transportation suppliers on optimal delivery rate and routing Ensure that internal teams recommend the most advantageous transportation modes, routing, equipment or frequency Direct and follow-up with incoming and outgoing materials to ensure prompt delivery to customers Responsible for planning and tracking the shipment of final materials according to customer requirements Responsible for the preparation of appropriate and accurate logistics reports for upper management Monitor deliveries and ensure customer satisfaction Maintain clear and comprehensive documentation, including accurate logs/ record of all transportation and goods for international logistics and purchasing activities as required by regulatory bodies.Principle Accountabilities: Manage the entire international logistics and supply chain activities under the guidance of the HOD Identify opportunities for cost reduction and material flow improvement Maintain clear and comprehensive import/ export documentation Build strong relationship with internal and external clients Ensuring smooth and hassle free compliances with relevant laws and regulations across the function Required Candidate Profile: Bachelors/ Masters degree in Logistics/ Supply-Chain Management or equivalent. 4+ years of similar industry experience in international logistics/ supply-chain management. Proficiency in SAP/MS Office Applications Excellent knowledge of the international shipping ecosystem, including tariffs, regulations, supply chains and freight modes Excellent listening, interpersonal, time management and negotiation skills Excellent verbal and written communications skills Good organizational and multi-tasking abilities Strong problem-solving and people skills Results-oriented with strong analytical skills Location - SHANTILAL C. MEHTA SHANPARTS PRIVATE LIMITED Engineering Centre, Shrimad RajchandraJi Marg, Mumbai 400004, India

To source and secure new business in Karnataka Region To ensure optimal growth for the company products, in accordance with new business targets set To service current accounts and develop new accounts to meet sales targets To optimize retention of existing business To provide effective, efficient, professional service and advice to ensure client satisfaction of the highest level. This through effective and efficient management of individual portfolio and database of prospects, current clients and past clients. Remain informed and up to date with regards to Industry related news, product knowledge and continuously strive to develop own skills and knowledge in order to perform optimally Contribute to annual sales / marketing plans, contribute to key- / target customers targeting Responsible for team management and achieving team goals. Establish and maintain a high level of customer satisfaction. Communicate to and work with the other departments as necessary to resolve unique customer issues/concerns. Work with Accounts Receivable to collect on accounts and to define credit terms that will most likely achieve payment and retain the customer Attend and participate in workshops and training programs as and when offered.

Job Role: Assist the team in the recruitment process from sourcing via recruitment agencies to arranging for interviews Screening the candidates by resume shortlisting, phone interview and personal interviews with coordination with the concerned departments & background verification of the shortlisted candidates Issuing Letter of Offer/Intent/ Employment to the selected candidate Conduct orientation program and briefing to new employee. Review, update and maintain proper filing such as employees joining data, documents, letters, medical insurance policies etc. Administration of attendance data and maintain employees leaves, medical and attendance record. Keeping track of employees attendance/ absenteeism and report to the HOD Responsible for managing Pan India Payroll Operations and related legal & statutory Compliance (Tax, PF, ESIC, PT, LWF & Minimum wages) Administration of employee benefits program, medical insurance and claims. Support in development of fair HR policies and ensure employees understand and comply with them Vendor engagement & management for payroll, statutory compliances and employee benefits Responsible for various MIS reports like (Payroll MIS, Head count, attrition, wage cost etc.) Support in other human resource programs including, but not limited to, disciplinary matters; disputes and investigations; performance and talent management; productivity, recognition, and morale; occupational health and safety; training and development and employee engagement. Maintains knowledge of trends, best practices, regulatory changes, and new technologies in human resources, talent management, and employment law; applies this knowledge to communicate changes in policy, practice, and resources to upper management. Performs other duties as required. Principle Accountabilities: Bridge management and employee relations by addressing demands, grievances or other issues Support the recruitment and selection process Support current and future business needs through the training & development, performance management, engagement, motivation and preservation of human capital Manage the daily workflow of the department. Ensure legal compliance throughout human resource management Required Candidate Profile: Bachelors/ Masters degree in Human Resources or equivalent 4+ years of experience managing the entire HR portfolio, preferably HR Operations and Payroll In-depth knowledge about local and international Human Resource Processes, employment legislation, and legal regulations Excellent knowledge of all aspects of HR management Experience with HR tools and recruiting software Excellent listening, negotiation and presentation skills Excellent verbal and written communications skills Good organizational and multi-tasking abilities Strong problem-solving, decision making and people skills Results-oriented with strong analytical skills.

Manages the day-to-day administrative affairs of the CEOs office, scheduling all appointments, conferences, engagements and other commitments Provides the CEO with background information, meeting summaries and/or supporting documents in preparation for scheduled appointments, meetings and engagements; coordinates with other departments as necessary for reports and communications for preparation of specific engagements and maintains and tracks detailed priority list of projects and engagements Maintains an efficient flow of information between all levels of the Company including internal and external contacts on a wide spectrum of plans and priorities Screens incoming calls to the CEO, determining nature of call and whether or not it requires the attention of the CEO, takes messages and maintains contact lists, and whenever possible responds to callers directly based on knowledge of CEOs preferences, office functions, policy, priorities and availability or makes sure the caller receives appropriate transfer to another department Processes all incoming correspondence received in the office of the CEO, prioritizing and determining its disposition Determines which correspondence can be handled by self and takes the initiative in drafting responses for the CEOs signature based on knowledge of his activities, interests, priorities, and issues Handles confidential and sensitive information with poise, tact and diplomacy Schedules and organizes all activities such as meetings, travel, car services and Company activities for the CEO Greets and manages all visiting members and guests and handles all of their needs for the duration of their stay Produces meeting summaries and maintains and tracks CEOs priority lists of projects and other board memberships and responsibilities Serves as a liaison with other departments, affiliate organizations, government offices and other agencies and senior level staff Handles all related business finances, reconciles credit card statements and manages all expense reports in a timely manner Works independently and within a team on special and ongoing projects when necessary