Executive Assistant

**Group Company**: Varuna Integrated Logistics Pvt. Ltd

**Designation**: Executive Assistant (VL0530), Executive Assistant - Chairman Office (VL0951)

**Office Location**: Corporate Office Gurgaon (Corporate Office)

**Position description**:
Meeting Management

Managing all the meetings (external & internal) and related activities (taking appointments, sharing MOMs, flight bookings, etc.) for group director (manage calendar) and other team mates. Update the calendar for any rescheduling/cancellation & inform to respective stakeholders

MOM Circulation & HRMS

Updation

Preparation and circulation of MOMs/action items of internal meetings to all concerned within 48 hrs for meetings chaired by GDSM and update in HRMS (MOMs) ('-5 for delay in MOM submission)

Follow-up Of Meeting

Action Items

1. Follow-up on action items of critical meetings/ cross-functional meeting participated/chaired by GDSM

2. follow up with concerned stakeholders for timely updation in HRMS; escalation matrix to be followed for any delay

Routine/Day To Day Tasks

I Inter-Departmental Role

1. Accounts - To help in bill processing & forms of reimbursement & send them for clearance (15 day TAT)
2. HR - coordination with HR team for interview & training related activities
3. IT - Follow-up for new developments till it's implementation
4. Admin - all admin activities for sales team at Delhi NCR

KRA Evaluation

1. Co-ordinate and arrange for sales team KRAs evaluation as per their defined KRAs cycle and within timelines
2. Coordination with Team for self-evaluation, RM's assessment
3. Data readiness & remarks input in Cafe HR till final closure as per feedback of GDSM

**Primary Responsibilities**:

- Execute sales or other financial transactions.
- Make travel, accommodations, or entertainment arrangements for others.
- Prepare research or technical reports.
- Maintain medical records.
- Prepare documentation for contracts, transactions, or regulatory compliance.

**Educational qualifications preferred**
- **Category**: Bachelor's Degree, Master's Degree
- **Degree**: Bachelor of Business Administration - BBA, Bachelor of Commerce - BCom, Master of Business Administration - MBA
- **Academic score**: 50 %

**Required work experience**
- **Role**: Executive Assistant

**Key Performance Indicators**:

- Calendar Management
- Need one daily Solution tracker
- Transportation Rates tracker
- Payment tracker
- CRM
- Publish MOM
- Day to Day Tasks & reports As Assigned by Manager

**Required Competencies**:

- Presentation
- Analysis
- Multi tasking

**Required Knowledge**:

- Knowledge of administrative and clerical procedures and systems such as word processing, managing files and records, stenography and transcription, designing forms, and other office procedures and terminology
- Knowledge of the structure and content of the English language including the meaning and spelling of words, rules of composition, and grammar.

**Required Skills**:
**Required abilities**
- **Other**:

- Ability to work efficiently under stress
- ability to communicate information and ideas in speaking so others will understand.
- ability to listen to and understand information and ideas presented through spoken words and sentences
- **Functional Designation** Executive Assistant - Chairman Office
- **Department** Management Dharuhera
- **Experience** 1 - 3
- **Location** Dharuhera
- **Created** 06 Sep, 2023