Executive Assistant to Chief Executive Officer

Job Description

Job Prole : To Independently manage all secretarial activities of Reporting Head .and support effectively in completing any nature of task or activity assigned in a timely manner

• To prepare and manage the Reporting Head’s calendar by scheduling required meetings for the day in a structured manner.
• To update the required meetings for the day in the software available for calendar management and review with Reporting Head on daily basis.
• To prepare and update the task sheet in the software on daily basis and provide timely updates on completion of assigned activities to Reporting Head for the same.
• To draft replies to emails wherever required.
• To do the required online approvals for PO’s, travel plan for senior team members; in co-ordination with Reporting Head.
• To meet and greet visitors and co-ordinate with Reporting Head, to complete the required as per time scheduled for their meetings.
• To create and share online links for online meetings thru zoom or any other technology application in use.
• Online banking, shopping, food/beverage/dining related thru respective applications.
• To research and provide inputs in purchase of any items required; in space of technology, gadgets, gifting ,automobile.
• To co-ordinate with required internal team for any media meetings arranged if any ; to keep required pre-requisites ready.
• To maintain database of all contacts, their contact nos and email ID’s of required internal and external co-ordinates of official and personal use.
• Online payments thru NEFT, RTGS or any required application in use.
• Support for Personal Banking, Investment, residential properties related any activities.
• To create & maintain required filing and documentation of payment of credit card, utility bills, approvals, domestic bills, staff salaries. Record of any investments and due payments required towards the same.
• Maintaining AMC contracts for required assets.
• Co-ordination with domestic staff , vendors who are a part of daily schedule.
• To keep track of incoming and outgoing of couriers, parcels, invoices etc.
• Follow up to complete required pending tasks on a daily basis.
• To prepare itinerary and required arrangements for domestic/international travel, visa, hotel arrangements when required.
• To co-ordinate with housekeeping or domestic staff to have any activities co-ordinated.

Must Have:

• Secretarial Duties, Use of Technology, IT and related Gadgets, Use of different Mobile Applications, Usage of Online/Web based applications.

Qualifications

• Bachelor’s degree or equivalent experience
• Microsoft Office suite (Outlook, Excel, Word, PowerPoint, etc.)
• Communication skills, written/verbal
• Ability to prioritize and meet deadlines Keep information confidential