Executive Assistant

Duties & Responsibilities:

• Calendar Management :
• Schedule appointments, meetings, and events for the executive, and ensure their calendar is organized and up-to-date.
• Communication :
• Check e-mails, update important mails to the Director and respond to the same as per instructions and make sure all the emails are segregated to the relevant folders.
• Communication with various stakeholders across the Hospital regarding the tasks entrusted by the Director.
• Ensure contacts are leveraged as and when required.
• Follow up with interested prospects for strategic calls development
• Regular monitoring, recording of incoming and outgoing letters (couriers), invoice, email, etc. and its distribution, follow-up
• Attending telephone calls and make note of the important messages and update the same to them
• Administrative Support:
• Provide general administrative support such as filing, data entry, and maintaining records.
• Transcribe dictation, drafting letters and other correspondence, reminders etc
• Arranging transportation, air tickets and hotel bookings, meeting schedules for the directors, official guests and internal team leaders.
• Organizing events, get together, parties/functions etc. as per their instructions.
• Giving reminders and assisting the Director in renewing memberships, agreements, passport and making payments (official and personal) etc.,
• Maintain key documents with at most care (eg., agreements, investment deals etc.,)
• Ensure that the driver comes to duty on time and informing him of schedules in prior for readiness (Only if Required)
• Handling and organizing files
• To coordinate for Directors residential work as and when needed.
• Other works as and when entrusted by the Director
• Meeting support:
• Attending meetings, taking minutes and follow up for action plan and closure
• Project Coordinaton:
• Preparing presentation, review reports, comparative statements with the data collected from the respective Departments etc (if any)
• Regular follow-up and co-ordination with Departmental Heads and clients for the accomplishment of the task.
• Drafting report formats and compilation of all the reports received from the Director and priority logs on a weekly basis without fail.
• Responsible to send weekly and monthly task updates to reporting head and HR without fail.
• Research and Data Compilation:
• Research on the topics requested by Director and compile the data collected in the research.
• Maintain a database of the compiled data and upload it in the website as per Directors instructions.
• Communicate with various vendors or customers in the database as and when required.
• Web design and development:
• Help with website development using web design tools for the website owned by the Director.

Qualification and Skills Required:

• Previous experience in an administrative or executive support role is often preferred. This could include experience as an administrative assistant, secretary, or office manager.
• Proficiency in Microsoft Office Suite (Word, Excel, PowerPoint, Outlook) and other relevant software tools is usually necessary. Familiarity with database management and project management software may also be beneficial.
• Strong verbal and written communication skills are essential for effectively interacting with executives, colleagues, clients, and other stakeholders. This includes the ability to compose professional emails, memos, and reports.
• Highly Organized and detail-oriented, capable of managing multiple tasks and priorities simultaneously. This includes maintaining calendars, scheduling meetings, and keeping track of deadlines.
• The ability to prioritize tasks and manage time effectively is crucial in this role, as often work under tight deadlines and must juggle various responsibilities.
• Resourceful and adept at finding solutions to challenges that may arise. This could involve troubleshooting technical issues, resolving scheduling conflicts, or addressing unexpected issues.
• Willingness to learn and ability to expand the knowledge as and when the Director provides new tasks.
• Good knowledge in Website designing also preferred.

About Our Website

As a test project to learn strategies in local marketing in the UK we are commencing a new project titled Famshire.co.uk

We intend to commence learning how local business are marketed, how they wish to be marketed in the hope of becoming our business partners in the long term. In order to do this we intend to commence a website called Famshire.co.uk and its sister website Vampshire.co.uk. The former will act as a host for Hampshire based family attractions all year round.

We intend to gather data of key attractions in the county of Hampshire, a desirable tourist destination year round. Whilst there are some major internationally recognized attractions in the county such as Paultons Park and Marwell Zoo, many are known locally only.

We intend to differ from Google and other search engines by allowing our site to create recommendations to families from short trips to grand days out. The former may not have criteria which are important to a family with young children such as nursing facilities, buggy-friendly paths, or baby changing rooms. Additionally, whereas the former requires the user to have fairly narrow search margins we can allow the user to have broad searches defined by time (duration of visit) and place (city).

Interested Candidates can share your profile to mgrrecruit@mehtahospital.com or please give me a call @8124173707