Special Administrative Assistant

10 hours ago

Bikaner, Rajasthan, India beBeeStrategist Full time ₹ 10,00,000 - ₹ 12,00,000
About the Role

As a key member of our organization, you will provide executive support in a one-on-one working relationship with the Managing Director. Your role involves serving as the primary point of contact for internal and external constituencies on all matters pertaining to the Managing Director's office.

Key Responsibilities:
  • Strategic Collaboration:
    • Work closely with various teams across the organization to ensure cohesive implementation of the Managing Director's strategic goals.
    • Provide insights and feedback to the executive team based on observations and interactions across departments.
  • Communication, Partnerships & Outreach:
    • Keep the Managing Director's bio updated and respond to requests for materials regarding the Managing Director and the organization.
    • Edit and complete first drafts for written communications to external stakeholders.
  • Board Support & Liaison:
    • Serve as the Managing Director's administrative liaison to the Board of Directors.
    • Assist board members with travel and logistics arrangements as needed.
    • Maintain discretion and confidentiality in relationships with board members.
    • Ensure compliance with bylaws regarding board matters, including the advance distribution of materials before meetings.
  • Senior Management Liaison:
    • Participate as an adjunct member of the Executive Team, assisting in scheduling and attending all meetings.
    • Coordinate the agenda for senior management team meetings and off-sites, as well as all-staff meetings.
    • Facilitate cross-divisional coordination of Strategic Project Management and Initiatives:
    • Assist the Managing Director in identifying and prioritizing key strategic initiatives.
    • Conduct thorough research and analysis to support decision-making processes.
    • Prepare comprehensive presentations and reports to communicate findings and recommendations.
    • Collaborate with the Strategic Initiatives team to coordinate the Managing Director's outreach activities.
    • Follow up on contacts made by the Managing Director and support the cultivation of ongoing relationships.
    • Create personalized letters based on the Managing Director's notes or guidance for strategic contacts on topics relevant to the organization.
  • Communication and Relationship Management:
    • Serve as the primary point of contact for internal and external stakeholders, facilitating clear and effective communication.
    • Foster strong relationships with team members, partners, and clients to enhance collaboration and engagement.
    • Draft high-quality correspondence, including emails, memos, and proposals that reflect the Managing Director's voice and vision.
  • Executive Support:
    • Complete a broad range of administrative tasks for the Managing Director, including managing an active calendar, preparing expense reports, and composing confidential correspondence.
    • Arrange complex travel plans, itineraries, and agendas; compile documents for travel-related meetings.
    • Plan, coordinate, and ensure the Managing Director's schedule is followed and respected, using discretion to manage access to the Managing Director's time and office.
    • Act as a bridge for smooth communication between the Managing Director's office and internal departments, maintaining credibility and trust with senior management.
    • Keep the Managing Director informed of upcoming commitments and responsibilities, proactively updating on evolving priorities.
    • Manage special projects for the Managing Director and complete critical aspects of deliverables, including drafting acknowledgment letters and personal correspondence.
    • Prioritize conflicting needs and handle matters expeditiously, ensuring the successful completion of projects under deadline pressures.

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