Personal Assistant to Managing Director

2 weeks ago

delhi, India Global Tree Full time
Handling Executive Correspondence:
Work directly with the Director to support all aspects of his daily routine.
Adaptability- Willingness to be flexible and make necessary adjustments when required.
Managing the Calendar of the Executive:
Maintain the Director’s calendar, including scheduling meetings, appointments, and speaking engagements. Exercise discretion in committing time and evaluating needs.
Planning and Organizing Meetings:
Serve as a liaison between the Director, staff, and the public. This includes receiving and screening the visitors, answering a variety of questions with tact and diplomacy, taking messages, and directing calls appropriately for resolution.
Serve as a primary point of contact between the Director and different Departments, including helping to coordinate the work of the different groups and providing administrative support for meetings.
Schedule department meetings, and assist in the preparation and distribution of meeting agendas and materials.
Attend meetings and take notes of discussions, prepare the initial draft of minutes and summaries.
Handling Executive Correspondence:
Assist the Director in the development of presentations and white papers for internal and external audiences.
Determine priority of matters of attention for the Director; redirect matters to staff to handle, or handle matters personally, as appropriate.
Keep the Director advised of time-sensitive and priority issues, ensuring appropriate follow-up.
Routinely perform a wide variety of support duties.
Handle printing, mail/overnight packages, copying, filing, and email/messages.
Sort and triage mail, maintain e-mail and other address directories.
Compose and prepare letters relating to routine correspondence for the Director's signature.
Travel Planning and Logistics:
Maintain the Director’s travel plans (may include domestic and international) and arrangements.
Coordinating Between Departments:
Coordinate work with other Department Heads as needed; play a key role in coordinating staff efforts both within and outside the departments.
Provide coordination, monitoring, and communication of projects and programs managed by the Department and the Department Heads (HOD).
Assist in HOD activities and processes including project planning, intake, prioritization, initiation, execution, and training; as well as in fostering collaboration of end-users and key stakeholders.
Conducting Research and Preparing Reports:
Complete a variety of special projects including creating PowerPoint presentations, financial spreadsheets, special reports, and agenda material.
Transcribe source material, prepare documents, reports, tables, and charts, and distribute as appropriate.
Financial Management:
Preparation and keeping of weekly, monthly, quarterly, and annual reports of company expenses.
Prepare, reconcile, and submit reports.
Handling Confidential Information:
Securing all the company’s information on the computer and managing it accurately.
Maintain confidential and sensitive information.
Other additional and/or alternative duties as assigned from time to time, including supporting other departments or Executives as needed.
To attend meetings with customers, university representatives, and officers in the absence of the Director.
Requirements and skills:
Proven work experience as a Personal Assistant
Knowledge of office management systems and procedures
MS Office and English proficiency
Outstanding organisational and time management skills
Up-to-date with latest office gadgets and applications
Ability to multitask and prioritize daily workload
Excellent verbal and written communications skills
Discretion and confidentiality
Knowledge on Digital Marketing
Should be active on Social Media Platforms

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