Executive Assistant Secretary to Director

5 days ago

Navi Mumbai, Maharashtra, India Mintskill HR Solutions LLP Full time
Job Role

Assist in the administration and human resources work as mentioned below.

  • Executive Assistant Responsibilities:
    • Manage and maintain executives' calendars to ensure optimal scheduling of meetings, appointments, and events.
    • Coordinate with internal and external stakeholders to schedule and confirm meetings.
    • Plan and organize executive meetings, including board meetings, leadership team meetings, and other high-level gatherings.
    • Prepare and distribute meeting agendas, materials, and minutes.
    • Ensure meeting rooms are booked and equipped with necessary technology and supplies.
    • Follow up on tasks and ensure information flow.
    • Mediate and resolve minor conflicts or misunderstandings between departments and team members.
    • Oversee the organization and maintenance of executive office files and records.
    • Coordinate office activities and operations to ensure efficiency and compliance with company policies.
    • Prepare visa documents, handle travel arrangements, reply to letters, and forward documentation as required.
  • Admin Responsibilities:
    • Manage day-to-day administrative tasks, housekeeping, and facilities to ensure office infrastructure.
    • Monitor inventory of office supplies and purchase new materials as needed.
    • Ensure a smooth and adequate flow of information within the company to facilitate other business operations.
    • Manage pantry services, including arrangements for coffee machines, snacks, etc.
    • Organize and supervise other office activities, including recycling, renovations, event planning, and celebrations.
    • Conduct fire drills or other trainings for associates and housekeeping staff as required.
    • Manage the building management system, including access control, CCTV, and system operations.
    • Maintain and update statutory compliance reports.
    • Manage travel, stay, and cab arrangements for associates.
    • Supervise and provide coaching and training to junior and entry-level staff as needed.
    • Maintain petty cash.
  • HR Responsibilities:
    • Arrange employee engagement activities.
    • Arrange health care camps on a timely basis.
    • Handle employee grievances.
    • Establish the process flow for onboarding and exiting factory workers and employees.
    • Implement new rules and regulations as directed by management.
Requirements
  • Experience in executive assistant, administration, and HR work as mentioned in the job description.
  • Professionally and personally stable female candidate.
  • Graduate with strong communication skills in Hindi and English.
  • Proven experience as an executive assistant or other relevant administrative support experience.
  • Work experience as an executive assistant, personal assistant, or similar role.
  • Discretion, confidentiality, and honesty.
  • In-depth understanding of the entire MS Office suite.
  • Ability to organize a daily workload by priorities.
  • Must be able to meet deadlines in a fast-paced, quickly changing environment.
  • A proactive approach to problem-solving with strong decision-making skills.
  • Professional-level verbal and written communication skills.

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