Personal Assistant to MD

2 weeks ago

Mumbai, Maharashtra, India Snaphunt Full time

The Offer

  • Opportunity to make a positive impact
  • Flexible working options
  • Great work culture

The Job

You will be responsible for :

  • Calendar Management: Manage the Managing Director's calendar, schedule appointments, meetings, and conference calls, and coordinate logistics to ensure efficient use of time and resources.
  • Communication: Serve as the primary point of contact for the Managing Director, screen and prioritize incoming calls, emails, and correspondence, and respond to inquiries or redirect as appropriate.
  • Meeting Coordination: Coordinate and schedule internal and external meetings, prepare agendas, and compile relevant materials and documents for distribution in advance of meetings.
  • Travel Arrangements: Arrange domestic and international travel accommodations, including flights, hotels, transportation, and visas, and prepare detailed itineraries and travel packs.
  • Document Management: Draft, edit, and proofread correspondence, reports, presentations, and other documents on behalf of the Managing Director, ensuring accuracy, clarity, and alignment with company standards.
  • Stakeholder Engagement: Build and maintain positive relationships with internal and external stakeholders, including employees, clients, vendors, and business partners, and represent the Managing Directors office professionally and diplomatically.
  • Event Planning: Assist in planning and coordinating company events, conferences, board meetings, and other special events, including venue selection, catering, logistics, and guest coordination.
  • Confidentiality: Handle sensitive and confidential information with discretion and confidentiality, maintaining the highest standards of professionalism and integrity at all times.
  • Administrative Support: Provide general administrative support to the Managing Director, including filing, photocopying, scanning, expense reporting, and other adhoc tasks as needed.
  • Prioritization: Anticipate the Managing Director's needs, prioritize tasks and requests, and proactively address issues or concerns to ensure timely resolution and optimal productivity.
  • Continuous Improvement: Identify opportunities to streamline processes, improve efficiency, and enhance the effectiveness of administrative support services for the Managing Director and the executive leadership team.

The Profile

Qualifications:

  • Bachelors degree in Business Administration, Office Management, or a related field. Executive Assistant certification or training is a plus. Minimum of 7 years of experience as an executive assistant or administrative professional, supporting C-suite executives or senior management.
  • Excellent organizational and time management skills, with the ability to multitask, prioritize tasks, and meet deadlines in a fast-paced environment.
  • Strong communication and interpersonal skills, with the ability to interact professionally and effectively with individuals at all levels, both internally and externally.
  • Proficiency in Microsoft Office Suite (Word, Excel, PowerPoint, Outlook) and experience with calendar management, travel booking, and expense reporting software.
  • Discretion and confidentiality in handling sensitive information and maintaining the highest standards of professionalism and ethics. Strong attention to detail, accuracy, and problem-solving skills, with the ability to
  • anticipate needs and proactively address issues.
  • Adaptability and flexibility to accommodate changing priorities and business needs, with a positive attitude and willingness to take on new challenges.
  • Ability to work independently with minimal supervision and as part of a team, with a collaborative and customer-focused approach.

The Employer

Our client is a pharmaceutical and healthcare ingredient & intermediate company and the first manufacturer of saccharin and its salts (artificial sweeteners) in India

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