Executive Admin
3 months ago
**PURPOSE OF THE ROLE / FUNCTIONAL CONTEXT**:
The basic purpose of this role is to provide comprehensive administrative support to General Manager, coordinating with management team and with all functions to ensure efficient office management, effective communication and smooth coordination in travel and event management at Hyderabad PC. Also handling of confidential tasks with discretion and professionalism.
**JOB RESPONSIBILITIES**:
- Screen inquiries, visitors, and correspondence, and route accordingly
- Coordinate travel arrangements, prepare itineraries, plan logistics, and submit expense reports
- Block meeting calendars, follow up with managers/employees.
- Manage complex office administrative work requiring the use of independent judgment and initiative.
- Maintain executive’s agenda and assist in planning appointments, board meetings, conferences etc.
- Prepare invoices or financial statements and submit the travel claims.
- Follow up with business managers/employees on behalf of General Manager.
- Support HR team in office administration, process Invoices related to travel, office supplies etc.
- Support HR team in Employee Engagement initiatives etc.
- Support Marketing Communications team with upcoming events etc.
- Make travel, stay bookings for delegates/employees visiting the Head Office.
- Networking and negotiating with hotels and maintaining best rates across India for each region.
- Support General Manager in making presentations, data compilation, follow up, data presentation.
- Maintain confidentiality of highly sensitive information
**THE IDEAL CANDIDATE**:
Education: Degree / MBA
Experience: 2 years’ experience as executive assistance to top management.
**KNOWLEDGE**: Excellent MS Office knowledge.
**SKILLS AND BEHAVIOURAL COMPETENCIES**:
- Effective Planning and coordination
- Excellent verbal and written communications skills
- Outstanding organizational and time management skills
- Discretion and confidentiality.
**HEALTH AND SAFETY AWARENESS FOR A MANUFACTURING ENVIRONMENT**:
- Participate in Planned workplace inspections, Risk Assessment, near miss reporting, accident investigations.
- Undertaking periodic training in safe work practices, system requirements to operating colleague and, where necessary, re-training.
**REPORTING STRUCTURE**:
Reporting to: General Manager
Direct Subordinate: None
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