Executive Assistant

1 week ago

Chetput, Tamil Nadu, India Dr. Mehta Multispecialty Hospital India Pvt Ltd Full time

Required Experience: 4+ Years

Duties & Responsibilities:

Calendar Management:

  • Schedule appointments, meetings, and events for the executive, and ensure their calendar is organized and uptodate.

Communication:

  • Communication with various stakeholders across the Hospital regarding the tasks entrusted by the Director.
  • Ensure contacts are leveraged as and when required.
  • Follow up with interested prospects for strategic calls development
  • Attending telephone calls and make note of the important messages and update the same to them

Administrative Support:

  • Provide general administrative support such as filing, data entry, and maintaining records.
  • Transcribe dictation, drafting letters and other correspondence, reminders etc
  • Arranging transportation, air tickets and hotel bookings, meeting schedules for the directors, official guests and internal team leaders.
  • Organizing events, get together, parties/functions etc. as per their instructions.
  • Giving reminders and assisting the Director in renewing memberships, agreements, passport and making payments (official and personal) etc.,
  • Maintain key documents with at most care (eg., agreements, investment deals etc.,)
  • Ensure that the driver comes to duty on time and informing him of schedules in prior for readiness (Only if Required)
  • Handling and organizing files
  • To coordinate for Director's residential work as and when needed.
  • Other works as and when entrusted by the Director
  • Meeting support:
  • Attending meetings, taking minutes and follow up for action plan and closure

Project Coordinaton:

  • Preparing presentation, review reports, comparative statements with the data collected from the respective Departments etc (if any)
  • Regular followup and coordination with Departmental Heads and clients for the accomplishment of the task.
  • Drafting report formats and compilation of all the reports received from the Director and priority logs on a weekly basis without fail.
  • Responsible to send weekly and monthly task updates to reporting head and HR without fail.
  • Research and Data Compilation:
  • Research on the topics requested by Director and compile the data collected in the research.
  • Maintain a database of the compiled data and upload it in the website as per Director's instructions.
  • Communicate with various vendors or customers in the database as and when required.
  • Web design and development: (Optional)
  • Help with website development using web design tools for the website owned by the Director.

Qualification and Skills Required:

  • Previous experience in an administrative or executive support role is often preferred. This could include experience as an administrative assistant, secretary, or office manager.
  • Proficiency in Microsoft Office Suite (Word, Excel, PowerPoint, Outlook) and other relevant software tools is usually necessary. Familiarity with database management and project management software may also be beneficial.
  • Highly Organized and detailoriented, capable of managing multiple tasks and priorities simultaneously. This includes maintaining calendars, scheduling meetings, and keeping track of deadlines.
  • The ability to prioritize tasks and manage time effectively is crucial in this role, as often work under tight deadlines and must juggle various responsibilities.
  • Resourceful and adept at finding solutions to challenges that may arise. This could involve troubleshooting technical issues, resolving scheduling conflicts, or addressing unexpected issues.
  • Willingness to learn and ability to expand the knowledge as and when the Director provides new tasks.
  • Basic knowledge in Web design for the website owned by Director

Job Types:
Full-time, Permanent

Pay:
From ₹40,000.00 per month

Schedule:

  • Day shift

Education:

  • Bachelor's (preferred)

Experience:

- total work: 4 years (preferred)

Work Location:
In person

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