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Executive Personal Assistant

2 months ago

Chennai, India IT World Full time
Company DescriptionIT World is a leading chain of retailers for HP products, known for providing quality retail experiences and achieving the highest average selling price for HP notebooks in the country. With locations in Bengaluru, Chennai, Coimbatore, Hyderabad, Mumbai, and Pune, our retail presence sets high standards for excellence and premium service.

Job Summary:The Executive Personal Assistant (EPA) to the Managing Director provides high-level administrative support to the MD, ensuring the smooth operation of daily activities. The role involves managing schedules, coordinating meetings, handling communications, preparing reports, and acting as a liaison between the MD and internal or external stakeholders.

Key Responsibilities:

Calendar and Schedule Management:

Manage the MD’s calendar, including scheduling meetings, appointments, and travel arrangements.Prioritize and coordinate conflicting appointments, ensuring the MD's time is efficiently utilized.

Communication:

Act as the first point of contact for internal and external communications, screening calls, emails, and visitors.Draft, proofread, and manage correspondence on behalf of the MD.Prepare agendas, take minutes, and follow up on action points from meetings.

Travel Coordination:

Arrange and manage all aspects of domestic and international travel, including flights, accommodations, and itineraries.Ensure the MD is fully briefed before trips and prepare detailed travel documents.

Document and Presentation Preparation:

Prepare and edit presentations, reports, and documents as required by the MD. Handle confidential and sensitive information with discretion.

Meeting Coordination:

Organize and coordinate meetings, including board meetings, ensuring logistics, materials, and resources are in place. Attend meetings when required, take detailed minutes, and track follow-ups.

Liaison:

Serve as a key liaison between the MD and department heads, employees, clients, and external stakeholders.Facilitate communication between the MD and other departments, ensuring smooth information flow.

Project Management Support:

Assist the MD with special projects and initiatives, tracking progress and ensuring deadlines are met. Research and compile data on relevant topics as directed by the MD.

Office Management:

Ensure the MD’s office operates efficiently, managing supplies, equipment, and office services.Perform other administrative duties, including filing, maintaining records, and preparing expense reports.

Skills:Excellent organizational and time management skills.Strong verbal and written communication abilities.Proficiency in Microsoft Office Suite (Word, Excel, PowerPoint, Outlook).Ability to handle confidential information with integrity.Strong attention to detail and problem-solving skills.Proactive, adaptable, and capable of multitasking in a fast-paced environment.Professional demeanor and strong interpersonal skills.Preferred Qualifications:Experience working in a high-pressure, fast-paced environment.Ability to anticipate the MD's needs and act proactively.Familiarity with office management systems and procedures.

Key Requirements:Education: Bachelor's degreeExperience: Proven experience (4+ years) as an Executive Assistant, Personal Assistant, or similar role supporting C-level executives.Working Days: Monday to SaturdayWork Location: T.Nagar, Chennai