15h Left: Personal Assistant to Managing Director

3 weeks ago

Hyderabad, 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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