EA To Chairman

JOB PURPOSE

The job holder is responsible for providing secretarial, clerical, high quality personal and administrative assistance to the top management and to ensure that services are provided in an effective and efficient manner.

KEY RESPONSIBILITIES

Executive Secretary

1. Appointment Calendar To schedule & prepare internal and external meetings without any clashes or overlap with the respective department or authority
2. To schedule and monitor day to day work
3. To manage and keep update on Business Cards collected from top management and to manage and maintain the central filing of documents and correspondences
4. Knowledge Sharing / Reading List To prepare and prioritize list for the documents meant for top management reading and approval
5. Family Meetings / Group Meetings To organize the Group Companies meetings and family meetings.
6. To act as the initial point of contact for the top Management, in their absence, assessing priorities and re-directing calls, enquiries and requests as necessary
7. To take dictations, Type confidential documents, email correspondence and also be able to provide for self-correspondence
8. To manage the diary and schedule appointments by coordinating with respective cross functional team ensuring effective use of time and preparation of papers and information in advance, take and transcribe minutes as and when required, and undertake follow up procedures in line with deadlines
9. To filter incoming mail: sorting, redirecting and taking action as per the priority and to prepare and/or draft correspondence for the top management, as required
10. To maintain good interpersonal relationship with all departments-Support others where necessary and under own initiative. Provide a bridge for smooth communication between Top Managements office and internal departments; demonstrating leadership to maintain credibility, trust and support with staffs

Seasons Greetings

1. To finalize season greeting with Public Relationship(PR)department
2. To ensure that Seasons Greetings are sent out to Key Contacts/ Diplomats / Governments / Customers/ Clients/Bankers etc. on the below occasions

• Holi
• Mango Distribution
• Eid
• Diwali
• New Year
• National Holidays(15 August & 26 January)

Administrative Assistance

1. To organize internal and external meetings and tele/video conferences, including booking venues, arranging accommodation by coordinating with the concerned department
2. Travel Management-To ensure and manage official , international & personal Travels by coordinating with travel desk as per schedule
3. To book hotels as per the travel schedule
4. To provide office support services in order to ensure efficiency and effectiveness within the Multi locational Office and to Maintain an adequate inventory of office supplies
5. To attend guests/visitors as per requirement
6. To maintain Inward and outward register

EDUCATIONAL & PROFESSIONAL QUALIFICATION

Minimum Graduate in any discipline

Must have knowledge of Microsoft Office, particularly Word, Excel, PowerPoint and Outlook

SKILLS & ABILITIES REQUIRED

Functional skills.

• Excellent communication skills (written & verbal) able to liaise confidently with the top management.
• Knowledge in Computer skills
• Time Management
• Good Listening
• Decision making and prioritizing
• Interpersonal skill
• System Adherence
• Pleasing personality

Behavioral skills.

• Honesty and trustworthiness
• Possess cultural awareness and sensitivity
• Flexibility
• Maintaining proper work ethics
• Self confidence
• Maintaining Confidentiality
• Stress Management

Leadership skills

• Team building
• Analytical Skills
• Managing cross function team