Executive Assistant
4 weeks ago
As an Executive Assistant, you will play a crucial role in supporting the executive team in their daily operations. Your primary responsibility will be to manage and maintain the executives' calendars, ensuring optimal scheduling of meetings, appointments, and events. You will also be responsible for coordinating with internal and external stakeholders to schedule and confirm meetings, as well as planning and organizing executive meetings, including board meetings, leadership team meetings, and other high-level gatherings.
You will be responsible for preparing and distributing meeting agendas, materials, and minutes, ensuring that all necessary information is available to attendees. Additionally, you will be responsible for ensuring that meeting rooms are booked and equipped with necessary technology and supplies. Your role will also involve following up on tasks and ensuring information flow, as well as mediating and resolving minor conflicts or misunderstandings between departments and team members.
Furthermore, you will be responsible for overseeing the organization and maintenance of executive office files and records, as well as coordinating office activities and operations to ensure efficiency and compliance with company policies. You will also be responsible for preparing visa documents, handling travel arrangements, and replying to letters and forwarding documentation as required.
Administrative TasksYou will be responsible for managing day-to-day administrative tasks, including housekeeping and facilities, and ensuring that the office infrastructure is maintained. You will also be responsible for monitoring the inventory of office supplies and purchasing new materials as needed. Additionally, you will be responsible for ensuring the smooth and adequate flow of information within the company to facilitate other business operations.
You will also be responsible for managing pantry services, arranging coffee machines, and snacks, as well as organizing and supervising other office activities, such as recycling, renovations, event planning, and celebrations. You will also be responsible for conducting fire drills and other trainings for associates and housekeeping staff as required.
HR ResponsibilitiesYou will be responsible for arranging employee engagement activities, health care camps, and handling employee grievances. You will also be responsible for establishing the process flow for the onboarding and exit of factory workers and employees, as well as implementing new rules and regulations as required.
RequirementsTo be successful in this role, you will need to have experience in executive assistant, administration, and HR work as mentioned in the job description. You will also need to be professionally and personally stable, with strong communication skills in Hindi and English. Additionally, you will need to have proven experience as an executive assistant or other relevant administrative support experience, as well as a proactive approach to problem-solving with strong decision-making skills.
You will also need to have the ability to organize a daily workload by priorities, meet deadlines in a fast-paced quickly changing environment, and have professional level verbal and written communications skills.
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