Executive Assistant
2 months ago
Coordinate the day-to-day activities of Director; Manage calendars, schedule meetings, conference calls and other appointments
- Make appropriate travel and accommodation arrangements for Director.
- Draft and finalize a wide range of documents including official Board documents and formal correspondence on behalf of the Director.
- Process expense reimbursement and reconcile credit card statements of Director
- Maintain and keep Director files, documentation and other important records up-to-date
- Maintain accurate database of contactsof Director, routinely scanning business cards and importing into Outlook and locate missing information by utilizing all resources.
- Research and compile background information essential for the Director to complete a high workload
- Preserve confidential information on behalf of the organization
- Provide back up support to Office Executive and Event & Admin Executive; answering the phone, greeting guests and meeting guests on behalf of Director.
- Provide occasional administrative support to other staff as directed
- Greet guests of Director in person or on the telephone. Answer or direct inquiries on behalf of the Director
- Team - Meeting coordination, calendar scheduling, prepare and distribute meeting notices, invitations, travel coordination, reserve accommodations, manage Board book meeting materials, provide on-site support and draft and distribute minutes or management notes and research and analyze key topics as requested
- Perform integral role in the planning, coordination, preparation and execution of key industry meetings.
- Assist Director in other meetings as directed that may require documentation and recording & Other duties as assigned by Director
- Completing all documentation related requirements for the company and following up with concerned functional in-charges for ensuring closure from their end e.g. FDA Certificates.
- Documenting points/issues discussed and decisions made with internal team members and conducting independent and periodic follow-ups with such personnel for the same
- Designing various Trackers in Excel for various operational activities and updating the same daily and reporting any issues identified
- Preparing MOM’sfor various meetings conducted and circulating the same to concerned functional personnel and monitoring their implementation
Schedule:
- Day shift
Work Location: In person
Expected Start Date: 22/09/2024
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