Executive Assistant

Job description

Position: Executive Assistant (EA to MD)

Experience: 6 years +

Qualification Any Graduate

Job Brief:

• Provide administrative support to the office of the MD, assist with project management, and coordinate internal and external communications. Provide consultation on administration issues with associated departments and facilitate interdepartmental coordination.
• Work closely and effectively with MD to keep him well informed of upcoming commitments and responsibilities, following up appropriately.
• Assist in managing communication of the MD, including coordinating calendars, emails, phone calls and in person meetings as needed, maintaining confidentiality as appropriate.

Key Responsibilities

• Blocking and managing outlook/Gmail calendar for upcoming, fixed, or tentative appointments, meetings, calls, events, and invitations, etc.
• Fix up the appointments, meetings, via emails and calls.
• Google research for new business opportunities, outsourcing clients, services, and government Tenders, etc.
• Taking prints, and scanning very confidential papers, and filing in the system daily.
• Maintaining and keeping a track filing confidential letters and papers timely.
• Taking dictations, drafting emails, letters, agreements and business correspondence, etc.
• Welcoming Clients, Guests, and Visitors and replying to them via calls, and emails on behalf of the Director.
• Collection of Weekly Agenda’s, Plans, and Deliverables from the management people
• Preparing financial statements and to submit to the Director weekly.
• Presenting the crucial database, documentation, and reports to the Director and the management team.
• Maintaining staff, management, clients, vendors confidential database in Excel/MIS tracker system.
• Liaising with staff, management people, suppliers, vendors, and clients timely for smooth functioning.
• Provide project management support for complex planning and execution of MD-related initiatives.

Functional Competencies:

• Highly collaborative
• Excellent written and oral communication.
• Ability to manage multiple priorities for multiple stakeholders.
• Skill in managing time and workload effectively.
• Strong problem-solving skills.
• Must be able to define problems, collect data, establish facts, and draw valid conclusions.
• Ability to work independently and self-manage.