Secretary / Executive Assistant

Job Summary

• As the Executive Assistant to the Director at MY SOLAR, you will provide high-level administrative support, managing schedules, coordinating meetings, and handling communications.
• Your role will involve preparing reports, organizing events, and maintaining confidentiality while ensuring the Directors office functions efficiently.

Relevant Industry Experience

• 2+ years in executive support, office management, or administration, preferably in the solar, electrical, or manufacturing sectors.

Educational Qualifications

Qualification

• Bachelors Degree in Business Administration, Management, or a related field
• Diploma or certification in Executive Assistance or Office Management
• Proficiency in MS Office and communication tools

Key Responsibilities

Calendar Management

• Schedule and manage the Directors appointments and meetings.
• Coordinate travel arrangements and prepare itineraries.

Communication Management

• Handle emails, phone calls, and other communications on behalf of the Director.
• Ensure professional and timely responses.

Document Preparation

• Draft, review, and finalize reports, presentations, and correspondence.
• Maintain organized records and archives.

Meeting Coordination

• Organize and prepare for meetings, including agendas, minutes, and follow-ups.

Task and Project Coordination

• Assist in managing tasks assigned to team members.
• Track progress and ensure deadlines are met.

Office Administration

• Oversee vendor and office supply management.
• Ensure smooth operations of the Directors office.

Key Skills

• Excellent organizational and multitasking abilities
• Strong verbal and written communication skills
• Proficiency in MS Office (Excel, Word, PowerPoint)
• High attention to detail and accuracy
• Time management and prioritization skills
• Professional interpersonal and team collaboration skills

Must-Have and Nice-to-Have Skills

Must-Have Skills

• Strong organizational skills
• Proficiency in MS Office tools
• Confidentiality in handling sensitive information

Nice-to-Have Skills

• Knowledge of project management
• Familiarity with ERP systems
• Event planning experience

Key Result Areas (KRAs)

KRA / Description

• Calendar Management - Ensure all appointments, meetings, and deadlines are scheduled and met
• Communication Management - Handle communications promptly and professionally
• Document Preparation - Ensure reports and presentations are accurate and timely
• Task and Project Coordination - Follow up on tasks to ensure completion as per deadlines
• Confidentiality Compliance - Maintain strict confidentiality in all matters

Key Responsibility Indicators (KRIs)

KRI / Measurement Criteria

• Meeting Scheduling Accuracy - Percentage of meetings scheduled without conflicts
• Communication Response Time - Time taken to respond to communication queries
• Document Quality - Accuracy and professionalism of prepared documents
• Task Completion Rate - Percentage of tasks completed on or before deadlines

KPIs and Performance Metrics

KPI / Target / Frequency

• Visitor and Vendor Response Time - Resolve queries within 24 hours - As needed
• Task Completion Rate - Achieve 100% completion of assigned tasks - Monthly
• Document Quality - Zero errors in reports and presentations - Ongoing
• Calendar Accuracy - Maintain 100% accuracy in scheduling - Daily

Tools and Software

• MS Office Suite: Excel, Word, PowerPoint
• Communication Tools: Gmail, Google Calendar
• Task Management Tools: Trello, Asana (preferred)

Reports Preparation and Management

Report / Frequency / Content

• Daily Task Report - Daily - Tasks completed and pending for the Director
• Meeting and Agenda Report - Weekly - Details of meetings, agendas, and minutes
• Project Progress Report - Monthly - Status of ongoing projects

Database Management

Database / Details

• Executive Calendar - Maintain updated schedules and appointments
• Document Archive - Organize reports, presentations, and correspondence
• Vendor and Supplier Contacts - Store vendor details for seamless communication

Communication Channels

• Internal: Email, phone, and task management tools
• External: Professional correspondence via email and phone

Benefits

• Week Off: Sunday
• Leave Benefits: Casual Leave (CL), Privilege Leave (PL), Sick Leave (SL), Festival Holidays
• Recognition Programs: Rewards for performance excellence
• Training Opportunities: Skill and departmental training programs
• Work-Life Balance: Supportive environment with fixed working hours