Personal Secretary

POSITION DESCRIPTION

Position Title: Executive AssistantDate: June 2023Department: AdminPosition code: L2Sub department: Secretory Position level: C (Professional)Location: HyderabadGeographic scope: IWSReports to: MDDirect Reports: Size of role: (key metrics such as Measurement )Critical relationships: Maintaining the MD sir Calendar, Scheduling the meetings with Clients, sending mails behalf of MD sir, documentation maintenance, Presentations.Overall job purpose: EA is responsible for maintaining the MD sir calendar, Take note which MD sir dictated and implement the same, Shoot the mails behalf of MD sir, if MD sir not available in the city co ordinate with sales team and give the presentations or client meetings at the client location, Fixing the appointments for in and out organization.
KEY RESULT AREAS

1Calendar MaintainingKPI

• Maintaining the calendar means take the necessary information from MD sir and sales and back office team what is the meeting time and purpose to meet MD sir.
• Make sure that calendar not to be disturbed.

Maintaining the proper Google calendar or excel sheet

2Scheduling meetings with ClientsKPI

• Give the remainder call or msg to MD sir regarding the meetings and importance of the meeting as well,
• If any changes of meeting schedule inform MD sir and try to fix another meetings accordingly.
• Go along with MD sir for meetings and take the necessary docs or materials along with you.

Maintaining the record in excel and Google Calendar

3Mails HandlingKPI

• Take the necessary note from MD sir and shoot the emails to which sir told you.
• Check the emails from clients or if any inform to MD sir get the work done accordingly.

Maintaining Excel sheet and Email for the same



4DocumentationKPI

• Maintaining the necessary documents for MD sir given to you.
• Understand the documents value and file the documents accordingly.
• Identify the documents for going meeting with clients.
• Ask MD sir what kind of preparation or Documents is required to carry or you can suggest the documents which you want to carry.

Maintaining Word files and Excel
5PresentationsKPI

• Prepare for presentations in client location and identify the purpose of the presentation.

Document and Preparation
6Traveling KPI

• Have to travel with MD sir meetings in Hyderabad.
• If any necessary need to travel out of the station as well.
• Prepare for the meetings which documents is required and samples as well.
• If MD sir is not available in the city take the next step take the sales team help to finish the meetings.

Maintaining excel and google calendar