Executive Assistant - #966093

Executive Assistant This position is responsible for providing secretarial, administrative & clerical support to MD. Act as a liaison between the external or internal executives, managers & stakeholders, coordinate meetings, prepare reports and other confidential materials and make travel arrangement.

Qualification & Experience

MBA or Bachelors degree

3-5 years of experience in providing support at the executive level

Main Duties And Responsibilities

Manage and maintain MDs schedules by highlighting critical activities and keeping the MD informed of the same

Responsible for the calendar management, requiring interaction with both internal and external executives to coordinate a variety of complex executive meetings and activities

Organize all details for executive travel and client visits, including flight, accommodation, visa & foreign exchange.

Perform standard office procedures such as appointments, processing mails, answering the telephone etc

Prepare reports, memos, letters, and other documents, as requested by the MD

Read and analyze incoming memos, submissions, and reports to determine their significance and plan their distribution

Open, sort, and distribute incoming correspondence, including faxes and email

Greet visitors and determine whether they should be given access to the MD

Prepare responses to correspondence containing routine inquiries

Assist with the preparation of business presentations including text, overheads and electronic presentations.

Maintain proper filing of records to facilitate an up to date filing system for speedy and efficient retrieval of documents within the MDs office.

Co-ordinate meetings such as management meetings, board meetings and any other meetings involving the MD.

Act as a link between the MD and the Functional Heads on various issues in terms of facilitating communication on arising areas of concern.

Key Competencies

Perform other related duties as required

Behavioral

Oral & written communication skills

Effective listening skills

Interpersonal Skills

Time management skills

Maturity and Professionalism

Strong organization and planning skills

High standards of ethics and confidentiality to handle sensitive information

Functional

Knowledge of administrative and clerical procedures and systems such as managing files and records, transcription, designing forms, and other office procedure

Proficiency with office computer applications

Good computer skills to make basic proposals and presentations and MIS