Executive Assistant

Key Responsibilities:
PMO:-
Establish and maintains project management standards, methodologies, processes, and
tools across the organization.
Provides governance, support, and oversight for multiple projects.
Involved in high-level stakeholder engagement activities across projects.
Establishes knowledge management repositories and facilitates knowledge sharing across
projects
Establishes key performance indicators (KPIs) and metrics to measure project and portfolio
performance.

EA :-
SN Work / Follow-ups How it is done
1 Support MD: The Executive Assistant will be responsible for providing administrative and secretarial support to the Managing Director. This may include scheduling appointments, managing emails, taking phone calls, and coordinating meetings. Supporting MD through a combination of project management, writing and editing, research and administrative support.

2 Reviews: Ensure the internal reviews are timely , the quorum is complete and all the minutes are circulated and followed up. The objective is to ensure that the annual business plans are on track as well as any other projects that are taken up are as per plan.

3 MD's Task: Maintain a list of tasks for the MD and share the tasks as and
when required.Also, discuss the MD's calendar every Monday.

4 Handling confidential information: The Executive Assistant will be responsible for maintaining the confidentiality of sensitive information related to the Managing Director and the organization

5 Adhoc Meetings: Keep free space in the calendar to support the Adhoc meeting requirements. Once you get the request to set up an Adhoc meeting, analyze and prioritize according to the urgency and importance.

6 Townhalls and Townhall Lunches: Monthly Townhalls are the fixed part of the calendar. It has to be reviewed every month with MD and discuss if any additions, deletions, or changes to be done. Currently, there are two lunch town hall lunches (with Finance Team and Work Elevate
Engineering team) and one managed services town hall meeting.
Lunch Townhalls - Check with the HOD about the number of staff participants and simultaneously speak to the vendor, prepare the food menu, and get the cost approval from the HR director. Also, get the certificates printed from HR and take the gifts in advance from HR Director. Coordinate with the food vendor for food arrangements and payment. Submit the
payment bills to Finance. Take the Best performer a week in advance from the delivery heads. Arrange gifts and certificates from HR. Training support staffs for setups, layouts, and
serving. Ensure maximum participation in all the town halls. Collect the PPTs and put it on the shared Teams channel.

7 Seminars,Webinars,workshops training sessions, dry runs: Plan the workshops and seminars as per the instructions from MD and his direct reports. Design agenda, discuss ,requirements, food, logistics, and trainer(if required), and get the cost approved from MD. Organize the event/workshop, do all the required co-ordination work, prepare minutes, take
feedback

8 Various types of communications: The Executive Assistant may also be responsible for drafting and sending communications on behalf of the Managing Director, including letters, emails, and reports. Prepare, draft, proofread and execute accurate business correspondence.
Provide a bridge for smooth communication between the Exec's office and internal departments.
Like mail communications to all the stakeholders for sharing any updates or news on behalf of MD. There could be also some emails where follow-ups will be required. Provide specific deadlines to the internal stakeholders and take follow-ups to make closures.

9 Documentation/Minutes of meetings: Take down minutes in every meeting where MD is present and circulate the minutes within 24-48 hours. Take follow-ups from the team for completion of their assigned tasks and make sure that the planner is up to date. Keep the minutes updated before every meeting and make sure all the points are covered in every meeting.

10 Scheduling Meetings - Internal: Arrange internal meetings by coordinating with all the
important attendees of the meeting. Make sure the meeting happens on time, take notes, and publish it on the same day. Record the meetings. Review the cadences time regularly with
MD.

11 Scheduling Meetings - External: Arrange external meetings by checking the calendars of all the stakeholders. Also seeking approval for speakers(if any). Take follow ups and send reminders if necessary. Take notes and share with HOD for review. After that publish the minutes

12 Liaising with internal and external stakeholders: The Executive Assistant will act as a liaison between the Managing Director and other internal and external stakeholders, including clients, suppliers, and other departments within the organization

13 Important events and holidays: Mark all the important events and holidays on MD's calendar.
Share reminders weekly for important upcoming events.

14 Leave information: Inform MD about all the leaves and absenteeism in advance. Manage travel-related itineraries for the MD and other staff and coordinate with the vendor for travel tickets, visas, hotel booking ,Local transport and other necessary activities. Process - once you get the request from an employee, verify that the mail has his line manager's/HoD's approval. co-

15 Travel Desk: ordinate with the travel vendor and get the travel options, share with the requester. Once you get the travel preferences, take the cost approval from MD and ask the travel vendor to block the tickets. Maintain the travel data in one place. Share reports as per
requirements.

16 Sales Meeting: Make sure all the sales trackers are updated on the common drive and do necessary follow-ups. Project CRM dashboard in the sales call/meeting. Lalit/Alpa can give the training.

17 Conducting research: The Executive Assistant may be required to conduct research
on behalf of the Managing Director to support decision-making and strategic planning.

18 Managing projects: The Executive Assistant may be responsible for managing
projects on behalf of the Managing Director, including coordinating teams, setting timelines, and ensuring that deadlines are met

19 Assisting with administrative Task: The Executive Assistant may be required to perform a range of administrative tasks, including filing, data entry, and maintaining records.

Requirements:
1. Any Graduate with excellent communication skills.
2. Must have 6-10 years of experience into EA.
3. Experience in PMO will be preferred.