Executive Assistant
DP World
Date: 3 weeks ago
City: Navi Mumbai, Maharashtra
Contract type: Full time
Job Description
Key responsibilities
Key responsibilities
- Manage CEO’s calendar: meetings, appointments, travel
- Prioritize and coordinate time-sensitive requests
- Ensure adequate prep time and debrief slots between meetings
- Act as a gatekeeper for calls, emails, and messages
- Draft, proofread, and send correspondence on CEO's behalf
- Maintenance & Upkeep of files/ documents in a speedy retrieval basis. Handle sensitive information with complete discretion.
- Manage Business travel arrangements for the CEO and timely update in oracle. This also includes preparing itinerary. Handle travel expenses and reimbursements.
- Arrange meetings / conferences / Board Meeting / Audit Committee Meetings. Prepare agendas, presentation decks, and briefing notes.
- Record minutes, track action items, and follow up on deliverables.
- Help align CEO's time and focus with business priorities.
- Flag urgent issues or high-impact decisions.
- Interface/ follow up with leadership teams to relay CEO's directives.
- Assisting with CEO Townhall and coordinating for preparation of Townhall presentation. Assisting HR with circulating minutes of meeting etc.
- Support CEO on special projects and initiatives
- Collect and summarize reports or data from departments. Preparing reports as assigned.
- Prepare executive summaries or briefing papers
- Assisting for pre and post high profile guests and customer visits and coordination with Admin/ Security etc.
- Co-ordination and follow-up with the Corporate Office, Terminal team and Regional Office Team as and when required.
- Preparing itinerary for any major event, customer meeting or event of high importance for subsequent circulation and liaison with other departments for smooth execution of plan.
- Handling office duties such as maintaining stationery and pantry records, event photograph records, supervising housekeeping, and hygiene standards of the office.
- Monitoring General well being and security of the CEO Office. Maintain a hospitable atmosphere in the office.
- Liaise with IT team to Raise tickets in Sapphire portal for any IT related requirements especially technical checks before commencement of meetings are carried out.
- Maintain contact lists of Business cards and filing it in the business card folder.
- Maintain records of couriers received and dispatched from CEO Office
- Maintain team leave records as required.
- Liaise with other departments, external bodies, and service providers, as necessary from time to time.
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