Ea and Admin Executive

2 weeks ago

Mumbai, India Express Global Logistics Full time

**Job Description : Executive Assistant to the Director**:
**Location: Mumbai HO**

**About the Role**:
Provides administrative support in a one-on-one working relationship to the Director. The Executive Assistant serves as the primary point of contact for the Director and also serves as a liaison with the leadership team. Additional support for other staff directors as necessary. Areas of coverage include Board meetings, policies and procedures, and general diary scheduling assistance. Also responsible for duties outlined below as well as other duties as assigned.

**Reporting Manager**: Director of the organization

**Roles and Responsibility**:

- Leadership Assistance
- Provide administrative support to Director (correspondence, travel arrangements, appointments, receipts/reimbursement requests, etc.
- Maintain calendar and schedule appointments for Director and Board President
- Space reservation logistics and set up for meetings
- Office Management
- Plan/attend weekly staff meetings if need be
- Daily mail sorting/delivery
- Manage office supplies or place special orders for the Director assigned as need be.
- Committee & Board Activity
- Assist Director Board Meeting Preparation
- Ensure meeting announcements are distributed in advance to board and committees involved as per schedule
- Distribute meeting minutes and materials for board and committee meetings
- Make calls and track board meeting attendance
- Assist with Board meeting logistics and room set up, order lunches
- Quarterly billing of board members for lunch and miscellaneous expenses
- Attend meetings and take minutes when needed
- Maintain board and committee minutes records
- Finance and Development Activity
- Prepare cheque requests/reimbursements arrange and co ordinate with finance department as need be
- Assist in management of gifts (cash/checks) for processing
- Assist with development events as needed
- Visitor Services
- Cover for front desk/ for visitors /guidance to right desk for visitors during absence of concerned staff
- Assist with rental inquiries/hotel stay/ticketing requirements for guests of Directors.

**Requirements**:

- 5+ years of relevant work experience, managing the executive desk of the CEO's/CMD's
- the ability to prioritize and organize multiple activities. She/he will possess strong typing skills, proven accuracy and attention to detail with the ability to work effectively under pressure and meet deadlines.
- Proficiency with Microsoft Word, Outlook, PowerPoint and Excel are required.
- The ideal individual will have the ability to exercise good judgment in a variety of situations and will possess strong written and verbal communication, administrative, and organizational skills.
- The ability maintain a realistic balance among multiple priorities is imperative. The Executive Assistant must be able to work under pressure at times to handle a wide variety of activities and confidential matters with discretion.

**Admin-Executive**:
**Location: Mumbai HO**

**About the Role**

A successful Administrative Executive will act as the point of contact for all employees and management, for providing administrative support. They are responsible for managing and overseeing company's day-to-day administrative processes and efforts. They will ensure that all administrative aspects of the office run smoothly in a timely fashion. The role reports to the head of HR.

**Reporting Manager**: Manager - HR

**Roles and Responsibilities**
- Plan, coordinate and manage all administrative procedures and systems
- Ensure repairs and maintenance of office equipment is completed in timely manner
- Recruit and Manage Office boys
- Handle the repairs and maintenance of Office Infrastructure.
- Attend to legal matters related to office infrastructure
- Ensure ISO related tasks are performed on an annual basis (conduct firefighting and 1st aid training, Conduct ERT training)
- Handle Office, staff, and Vehicle insurance renewal and claims
- Renewal of Shops and Establishment, Trade License on an annual basis
- Maintain an excellent relationship with the existing vendor
- Make arrangements for procuring a new vehicle and arrange for finances
- Handle the documentation of branch offices taken on rent and annual renewal of rent agreement
- Office stationery management from procurement to the issuance and manage repairs & maintenance
- Manage housekeeping staffs and ensure the office hygiene is well maintained
- Manage security staffs on regular basis
- Manage MIS reports related to Admin activities
- Any other admin activities instructed by the management team
- Salary disbursement of contract staffs
- Employee file management
- Arrange for Admin bill payments such as utility bills, reimbursements, conveyance, fuel etc.

**Requirements**:

- ** Education**: Graduate/Post Graduate preferably in the field of Management studies
- ** Work Experience**: 5+ years of relevant experience in the field of Office Administration role
- ** Competenc

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