Executive Assistant to Md

**DESIGNATION ABRIDGEMENT( EXECUTIVE ASSISTANT TO MD)**

**Key Responsibility Areas**

**General**:

- Ensure a high level service is maintained through face-to-face interactions, electronic communications, and whilst representing MD internally & externally, by displaying friendly, politely, responsive, courteous and effective interaction.
- Maintaining the master data of all contacts of Directors
- Managing Directors Schedule & Meetings
- Calendar Management using Outlook & I Cloud calendars
- Effectively schedule and co-ordinate the meetings in an accurate and flexible manner by inviting participants
- Monitor and manage Directors appointments, calendar, upcoming commitments and travel arrangements to ensure their schedule to effectively organise.

**MD’s Report**
- Coordinate and collate the monthly and weekly reports.
- Work with General Manager to update MD on Key performance regularly.
- Assisting MD for preparation of reports and amendments
- Coordinate and prepare draft responses to business and member correspondence.
- Providing support to MD, ensuring all documentation is presented in a manner supporting and enhancing the professional.
- Collate of the reports, consolidate and submit to management on regular intervals.
- Regular follow ups on the required report.
- E-mail Management and Telephone
- Collect and process incoming mail appropriately on a daily basis
- Answer incoming phone calls, or return any missed calls in a timely manner (same day where possible).
- Responding to all the enquiries for the MD appropriately and in a timely manner

**Director’s Signature maintenance**
- Documents required signing by the MD are provided with sufficient information after correcting in a timely manner and ensuring the office copy signed by all the HOD’s.
- Managing effectively and discreet use of the MD’s electronic signature when appropriate

**Meetings management**
- Preparing agendas and business papers for meetings, including minutes, in a professional, accurate, confidential and timely manner to the team
- Arranging Video conference calls and meeting as and when required (Poly Cam Device)
- Communication with Members & Colleagues on the monthly meetings and collate the information pertaining to the meetings
- Maintain accurate and complete electronic/ book files for Meetings.
- Preparing all the relevant reports for the meetings.

**Travel arrangements**
- Ensure the Travel Itinerary and accommodation arrangements for domestic and international destinations.
- VISA processing by arranging appropriate documents
- Managing all other transport services like Railway, Bus, and Cab
- Prepare, Maintain and monitor expense report and process the claim

**Other Responsibilities**
- Event management with participating national & international fairs: Area analysis, Out sourcing the vendors, Stall designing, facility management at event, Preparation of

Broachers, gifting ideas, Advertising strategies
- Vendor management: Negotiating price & delivery schedules with the concern. Releasing

& issuing purchase orders / Work orders to the selected vendors
- Arrange all the Requirements for the Smooth Functioning of the Campus on the day to day basis. Including managing of all pre
- requisites for meeting with clients and inter office correspondence.
- Processing of Bills
- Telephone, Electricity Bills& Vendor Bills, Follow Up
- Maintaining Record of AMC, Maintain Preventive Maintenance Contract of all Equipment
- Maintains customer confidence and protects operations by keeping information confidential
- Administration support, day to day operations of MD office.
- Confidentially handling of the Credit cards and other personal documents
- Maintaining schedules and calendars in Excel & Managed daily work flow of Director, appropriately prioritizing tasks and obligations
- Handling Domestic & International Air tickets
- Booking Hotels in India as well as International sectors
- Managing of all other transport services like Railway, Bus, and Cab service
- Expense management of Managing director
- Organise internal and external events
- Responsible for coordination of all client meetings: developed a tracking system to ensure timely and appropriate scheduling, created meeting materials including spreadsheets and executive summaries when needed, ensured successful follow up on action items resulting from meetings
- Collecting information and maintaining databases
- Prepare and manage correspondence, reports and documents
- Take, type and distribute minutes of meetings
- Handle incoming mail and other material
- Communicate verbally and in writing to answer queries and provide information
- Liaison with internal and external contacts
- Organized and performed office administrative tasks including all client correspondence, marketing, and general client service requests when required
- Coordinate the flow of information both internally and externally
- Coordination with concerned department and get information on