Executive Assistant

• Confidential Assistance - Assisting superior in all day to day matters including confidential matters.
• The first point of contact for external customers during Business Head s absence in Office or whilst on business trips.
• Single point of contact among the internal departments to manage the flow of information in a timely and accurate manner.
• Coordination with officers/ staff at different companies/units & branch offices - Fixing up appointments - Update of database.
• Co-ordinating with internal teams and/or external vendors/agencies for organizing and executing certain tasks & activities.
• Correspondence/ Record Keeping- Preparing and maintaining the data shared between the departments and recording the information accordingly.
• Receive and Send E - Mails on behalf of Co-Founder & CEO.
• Maintenance of Incoming Mails - Make correspondence. Screening and replying of calls and Emails on behalf of the Business Head.
• Arranging Meetings: Scheduling and arranging Internal as well as external important meetings and conferences.
• Arranging meetings of Business Head with Unit Heads of different companies as well as outside parties
• Travel Programs- Chalk out Tour Programs of Business Heads - Ensure booking of Tickets - Ensure reservation of Hotel Rooms.
• Travel Management - Managing domestic and international travel. Passport, visa & ticketing activities.
• Liaison with outside agencies- Liaison with travelling agents, airlines, hotels, clubs, banks,etc.
• Calendar management of Co-Founder & CEO. Align meeting and appointments as per the schedule.
• Follow up with department heads on various tasks assigned.
• Create regular reports and update internal databases.
• Record meetings, discussions and provide minutes to MD and follow up on the task given.
• Develop and maintain an effective network and cooperative relationship with the CEOs internal and external partners & clients.
• Letter replies, Mail Management, Credit Card management etc.

Skills

• Proven work experience as a Secretary or Administrative Assistant
• Familiarity with office organization and optimization techniques
• High degree of multi-tasking and time management capability
• Excellent written and verbal communication skills
• Integrity and professionalism