Executive Assistant

2 months ago

Chetput Chennai Tamil Nadu, India Dr. Mehta Multispecialty Hospital India Pvt Ltd Full time

**Required Experience: 4+ Years**

**Duties & Responsibilities**:
**Calendar Management**:

- Schedule appointments, meetings, and events for the executive, and ensure their calendar is organized and up-to-date.

**Communication**:

- Communication with various stakeholders across the Hospital regarding the tasks entrusted by the Director.
- Ensure contacts are leveraged as and when required.
- Follow up with interested prospects for strategic calls development
- Attending telephone calls and make note of the important messages and update the same to them

**Administrative Support**:

- Provide general administrative support such as filing, data entry, and maintaining records.
- Transcribe dictation, drafting letters and other correspondence, reminders etc
- Arranging transportation, air tickets and hotel bookings, meeting schedules for the directors, official guests and internal team leaders.
- Organizing events, get together, parties/functions etc. as per their instructions.
- Giving reminders and assisting the Director in renewing memberships, agreements, passport and making payments (official and personal) etc.,
- Maintain key documents with at most care (eg., agreements, investment deals etc.,)
- Ensure that the driver comes to duty on time and informing him of schedules in prior for readiness (Only if Required)
- Handling and organizing files
- To coordinate for Director’s residential work as and when needed.
- Other works as and when entrusted by the Director
- Meeting support:

- Attending meetings, taking minutes and follow up for action plan and closure

**Project Coordinaton**:

- Preparing presentation, review reports, comparative statements with the data collected from the respective Departments etc (if any)
- Regular follow-up and co-ordination with Departmental Heads and clients for the accomplishment of the task.
- Drafting report formats and compilation of all the reports received from the Director and priority logs on a weekly basis without fail.
- Responsible to send weekly and monthly task updates to reporting head and HR without fail.
- Research and Data Compilation:

- Research on the topics requested by Director and compile the data collected in the research.
- Maintain a database of the compiled data and upload it in the website as per Director’s instructions.
- Communicate with various vendors or customers in the database as and when required.
- Web design and development: (Optional)
- Help with website development using web design tools for the website owned by the Director.

**Qualification and Skills Required**:

- Previous experience in an administrative or executive support role is often preferred. This could include experience as an administrative assistant, secretary, or office manager.
- Proficiency in Microsoft Office Suite (Word, Excel, PowerPoint, Outlook) and other relevant software tools is usually necessary. Familiarity with database management and project management software may also be beneficial.
- Highly Organized and detail-oriented, capable of managing multiple tasks and priorities simultaneously. This includes maintaining calendars, scheduling meetings, and keeping track of deadlines.
- The ability to prioritize tasks and manage time effectively is crucial in this role, as often work under tight deadlines and must juggle various responsibilities.
- Resourceful and adept at finding solutions to challenges that may arise. This could involve troubleshooting technical issues, resolving scheduling conflicts, or addressing unexpected issues.
- Willingness to learn and ability to expand the knowledge as and when the Director provides new tasks.
- Basic knowledge in Web design for the website owned by Director

**Job Types**: Full-time, Permanent

Pay: From ₹40,000.00 per month

Schedule:

- Day shift

**Education**:

- Bachelor's (preferred)

**Experience**:

- total work: 4 years (preferred)

Work Location: In person

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