Job description: The EA should provide both clerical and administrative support to the reporting official.
Reporting- HOD: MD and Head of Administration
Essential Skills:
• Good communication and interpersonal skills in all interactions.EA Attributes:
Self- motivated, Proactive, Efficient, Flexible, Confidentiality
Roles and Responsibilities of an Executive Assistant:
Official meetings:
Arrange meetings, fix appointments based on MD’s requirement. Alert respective individuals in the event of cancellation/rescheduling of meetings.
Maintain a record of the schedule of meetings and share the same with MD / Chairperson of the meetings.
Draft and get the agenda of the meeting approved by the chairperson of the meeting. Publish the agenda with the concerned individuals if required prior to the meeting.
Arrive in good time before the meeting. Coordinate and make necessary arrangements for meetings (board level and internal).
Carry the relevant correspondence and business matters for the session. Record names of those present if it’s a staff meeting and follow up with those who are absent.
Record minutes of meetings on the laptop. Ensure agreed actions be followed up are carried out if any.
Maintain confidentiality.
Communication and correspondence:
• Create spreadsheets, presentations, and documents etc. linked to MD office using relevant software technology on a regular basis and maintain a database of them.Develop different draft emails for the following. To send email attachments, to obtain/ request for email attachments, a thank you email, an email sending Season's greetings, for setting up a meeting.
• Filing and organizing relevant documents related to MD, Directors and to the Company in an easily accessible manner. Also, maintaining all relevant files in respective folders on the system.Office and Event management:
• Coordinate with housekeeping and ensure that the working space of MD is maintained.Travel management:
• Organizing travel and travel itineraries. Compare, identify and book the best travel options.1.The more the Jobs you apply, the higher your chances of getting a job.
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