Executive Assistant

3 months ago


Bandra East Mumbai Maharashtra, India Bharat Diamond Bourse Full time

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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