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Personal Assistant

2 months ago

India IntQBooks Solutions Full time

Role Description

This is a role for a Personal Assistant for IntQBooks Solutions. The Personal Assistant will be responsible for providing executive support, managing expense reports, facilitating communication, and offering administrative assistance on a daily basis. He/she will be partly working from our office at Ahmedabad & partly remote on daily basis. Timing would be 7:00pm to 3:00am.

Key Responsibilities:

Calendar and Schedule Management:

  • Organize and manage the Director's calendar, including scheduling meetings, appointments, and travel.
  • Coordinate with internal and external stakeholders to schedule and confirm appointments.
  • Prioritize and manage changes to the schedule as needed.

Communication Handling:

  • Serve as the primary point of contact for communications to and from the Director.
  • Screen, prioritize, and respond to emails, phone calls, and other correspondence.
  • Draft, review, and edit correspondence and documents on behalf of the Director.

Meeting Coordination:

  • Plan and coordinate meetings, including preparing agendas, arranging logistics, and taking minutes.
  • Organize and support departmental or corporate events and functions.

Document Management:

  • Prepare, proofread, and edit reports, presentations, and other documents.
  • Maintain and organize files, records, and documentation in both physical and digital formats.
  • Ensure that all documents are handled with confidentiality and professionalism.

Travel and Expense Management:

  • Arrange travel itineraries, including flights, accommodation, and transportation.
  • Manage and process travel expenses and reimbursements for the Director.
  • Ensure all travel arrangements are efficient and cost-effective.

Project Support:

  • Assist with project management by tracking deadlines, coordinating tasks, and liaising with team members.
  • Conduct research and gather information as needed to support the Director's initiatives and decisions.
  • Prepare reports and presentations related to ongoing projects.

Office Management:

  • Oversee the day-to-day operations of the Director’s office, including ordering supplies and managing equipment.
  • Ensure that the office environment is organized and conducive to productivity.
  • Handle administrative tasks such as filing, data entry, and updating contact lists.

Confidentiality and Discretion:

  • Handle sensitive information and confidential matters with the utmost discretion and integrity.
  • Maintain professionalism and confidentiality in all interactions.

Qualifications:

  • Education: Bachelor’s degree in Business Administration, Management, or a related field preferred.
  • Experience: Minimum of 2 years of experience as an Perosnal / Executive Assistant or in a similar administrative role. Experience supporting senior-level executives is highly desirable.
  • Skills:
  • Exceptional organizational and time-management skills.
  • Proficiency in Microsoft Office Suite (Word, Excel, PowerPoint, Outlook) and other relevant software.
  • Strong written and verbal communication skills.
  • Ability to manage multiple priorities and work under pressure.
  • High level of professionalism and discretion.
  • Excellent problem-solving and decision-making abilities.

Working Conditions:

  • Full-time position with standard office hours. Occasional overtime may be required.
  • Ability to handle a fast-paced environment and adapt to changing priorities.

Application Instructions:

Interested candidates should submit a resume and cover letter detailing their qualifications and experience.