Executive Assistant to Director

2 weeks ago

Delhi, Delhi, India Globsyn Business School Full time
Job Title: Executive Assistant to Director

The ideal candidate will provide top-level assistance for high-level executives. They should be well-organized and comfortable scheduling meetings and responding to emails on the executive's behalf.

Last but not least, this individual should be able to draft documents and help the executive with any necessary meeting preparations.

Key Responsibilities: Departmental Coordination:
  • Act as the primary point of contact between the Director & Trustee and other departments, ensuring seamless communication and coordination.
  • Facilitate and track the progress of departmental reports, projects, and tasks assigned by the Director & Trustee.
  • Follow up with department heads and teams to ensure timely completion of tasks and projects.
Meeting Management and Minute-Taking:
  • Schedule and organize meetings for the Director & Trustee, including coordinating with attendees, preparing agendas, and ensuring all necessary materials are available.
  • Attend meetings with the Director & Trustee, taking detailed and accurate minutes, and distributing them to relevant parties in a timely manner.
  • Follow up on action items from meetings, ensuring that deadlines are met and reporting back to the Director & Trustee on progress.
  • Coordinating with International time-zone for meetings with Global stakeholders.
Approval Management:
  • Manage the process of obtaining necessary approvals for various documents and decisions on behalf of the Director & Trustee.
  • Ensure that all approvals are documented and filed appropriately, maintaining an organized system for easy retrieval.
Memberships and Affiliations:
  • Handling the memberships by maintaining updated records, renewal tracking, and liaison with association bodies for networking opportunities.
  • Stay updated on relevant industry memberships and ensure the Director & Trustee involvement is maintained and leveraged for the benefit of the organization.
Travel & Logistics Management:
  • Arrange and manage all aspects of the Director & Trustee travel plans, including flights, accommodation, transportation, and itineraries.
  • Ensure that all travel arrangements align with the Director & Trustee's schedule and preferences, providing contingency plans where necessary.
  • Ensure travel budgeting and reconciliation of expenses post-travel to align with corporate financials.
  • Coordinate logistics for any events or meetings the Director & Trustee is attending, ensuring smooth execution and addressing any last-minute changes.
  • Ability to coordinate travel logistics with embassies or visa application processes.
Administrative Support:
  • Provide general administrative support, including managing the Director & Trustee's calendar, scheduling appointments, and handling day-to-day tasks.
  • Assist in preparing the Director & Trustee for meetings, presentations, and public appearances, ensuring all materials and information are ready and available.
Communication Management:
  • Screen and prioritize incoming communications, bringing urgent matters to the Director & Trustee's attention.
  • Experience in event coordination and external stakeholder management.
  • Should include attending industry forums, corporate events, and social engagements on behalf of the director and preparing event reports.
  • Maintain a high level of confidentiality and professionalism in all communications.
International and Domestic Network:
  • Ability to network international and domestic areas for the Director in order to accomplish given tasks.
Document Management:
  • Prepare, edit, and proofread documents, reports, presentations, and other materials for the Director & Trustee.
  • Maintain an organized filing system for both electronic and paper documents, ensuring ease of access and confidentiality.
  • Manage financial reimbursements and submission of corporate expense reports.
Qualifications and Skills:
  • Educational qualifications: Bachelor's degree in any field
  • Mandatory technical skills: Proficiency in Microsoft Office Suite (Word, Excel, PowerPoint), Google Calendar, Time Zone Converter, Calendly, Adobe, Evernote, Zoom, Cam-scan, Microsoft Teams, Google Drive, Grammarly
  • Mandatory soft skills: Well-organized, detail-oriented, ability to multi-task with great follow-up skills, strong written and verbal communication skills, high level of discretion and confidentiality, experience in managing multiple priorities, expertise in minutes, proficiency in handling complex travel itineraries, capability to handling scheduling, time flexibility, administrative coordination, and logistics

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