Executive Assistant
3 months ago
To handle the following Meetings ofVarious Standing committee - Informal Standing Committee - Vendor Meetings
*Committee meetings*
1. Admin, Finance & Audit Committee
2. Asset & Facility Management Committee
3. Arbitration, Disciplinary and Grievances Redressal Committee
4. Bye-Laws & Legal Committee
5. Enrolment Committee
6. Estate, Food & Revenue Generation Committee
7. Utilities, IT, Digital & Physical Security Committee
8. BDB Sports Foundation
9. Trade Management Panel
10. Property Management Panel
11. Trade Disciplinary Committee
12. HR & Executive Evaluation Committee
13. Exhibition Core Committee
14. Informal standing committee meetings
15. Vendor meetings
16. HOD Meetings
17. Emergency Task force committee meetings as n when require
**In continuation of above Coordination with the committee members**
**Arbitration Committee and Trade Disciplinary Committee**
- Summary of case data preparation as per requirement case to case basis.
- To manage the filing of the complaint letter assigned to the Arbitration committee and Trade Disciplinary Committee.
**Complaint letters calls assigned to Security Department (cases under Disciplinary/ dispute matter):
- **
Assistance to provide for complaint letter received by security department for any dispute/ case is not relate to the Arbitration committee however assistance provided to resolve the matter by taking it the matter unofficially off the record in disciplinary category.
**Meeting arrangements**:
- Checking the availability of venue/time
- Accordingly book the meeting room in co-ordination with administration department.
- Zoom meeting coordination with IT staff**.**:
- Preparation of Meeting related documents/ supporting docs/ Agendas/ MOM and circulate to the chair-committee.
**Preparation of Agendas for the meeting**
Co-ordination and follow up with concerned staff/HOD/ committee members for the agendas with concerned committee/department and after finalization circulating the same to the committee members.
Prepare the PowerPoint presentation to present before the concerned committee meeting.
**Minutes of Meeting (MOM)**
- Co-ordination and followup with concerned staff/HOD/ committee members for their input for approval or suggestions with concerned committee/department
- After finalization circulating MOM to the committee members. And ensuring to get it signed by concerned committee.
- As n when require MOM Extract to be shared with concerned Department.
- As n when require MOM/ MOM’s particular extracts search as per need, as per topic for concerned committee MOM/ for internal staff.
Maintaining/Ensure Minutes of Meeting (MOM) data for Print/ Scanning/ Filing:
- Printing the MOM
- Follow up with concerned committee convener for approval and signing the final MOM.
- Ensuring the MOM data keeping properly File/ Scan with the concerned file and folder.
**Work assigned on behalf of the HOD**
- Assistance as n when require
- Preparation Case Summary details of Arbitration committee meeting as per requirement.
- In case of query raise by committee/any other department HOD possible follow-ups done in absence of HOD/ or provided assistance.
- Try assisting on Queries resolution as n when ask by the HOD
**For Managing Committee Meeting**
- Preparation of agendas with detailed extracts from various standing committees as name
- Share the agenda details with Company Secretary to place before the Managing Committee meeting + related annexures to put up before MCM as instructed by the standing committee.
- Standing committee MOM update to put up before managing committee meeting.
**Track record of Leave of absence of BDB committee members**
**HOD Meetings**
- follow up as per requirement for HOD meeting
- As per confirmation received book the meeting rooms in coordination with admin dept.
**Drafting Gujarati Letters/ Notices/ Circulars etc-**
- For notice board letters/ notices/ circular to display information for the members
- Send a reply letters/ notice to the DTC cabin holders (Gujarati draft reply letter) as and when required.
**Travel Arrangement;-**
BDB Managing Committee Members travel arrangements air tickets/ car booking (as per the requirement) related coordination work.
**Emergency SOS notifications via conducting meeting**
**Event Management -**
Domestic clients visit/ Foreign delegates
Necessary intimation to proceed with the concerned committee:
Coordination with admin staff/ concern staff members for looking after the necessary arrangement for the food arrangement Luch or High Tea, sitting arrangements booking of venue/ entry permission via coordination with security etc.
**Coordination with various Trade parties as follows;-**
** **Coordination with BDB, MDMA - GJEPC - DEL - GJNRF - GII - GIA- GJC- NDMC committee members, Media partners*
Alongwith HODs and staff as n when require for conduct the event/ meetings for assistance.
**Job Types**: Full-time, Permanent
Pay: ₹15,000.00 - ₹20,000.00 p
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