Personal Assistant

1 week ago

Vishwakarma Industrial Area Jaipur Rajasthan, India Sunrays Image Technology Pvt Ltd Full time

Roles and Responsibilities:
1. Administrative Support:

- Manage the Director's calendar, scheduling meetings, appointments, and travel arrangements.
- Prepare and organize meeting agendas, take minutes, and distribute them as needed.

2. Communication Management
- Serve as the first point of contact between the Director and internal/external stakeholders.
- Coordinate and facilitate communication between departments and with external partners.

3. Document Preparation and Management
- Prepare reports, presentations, and documents for meetings, ensuring accuracy and timeliness.
- Maintain and organize files, both electronic and paper, ensuring confidentiality and easy retrieval.
- Assist with the preparation of proposals, contracts, and other business documents.

4. Project Management
- Assist in the planning and execution of company projects, ensuring deadlines are met and objectives are achieved.
- Coordinate with other departments to gather information, track project progress, and report to the Director.
- Monitor and follow up on pending tasks and project milestones.

5. Travel and Event Coordination
- Arrange travel itineraries, accommodations, and transportation for the Director and other executives as needed.
- Organize company events, meetings, and conferences, handling logistics, invitations, and catering.
- Ensure all travel and event-related expenses are tracked and reconciled.

6. Negotiation and Relationship Management
- Assist the Director in negotiations with clients, vendors, and other external parties.
- Prepare negotiation strategies, research, and relevant documents to support the Director in achieving favorable outcomes.
- Build and maintain strong relationships with key clients, vendors, and partners, ensuring effective communication and follow-up.
- Coordinate and facilitate meetings with external parties, ensuring the Director is well-prepared for negotiations.

7. Confidentiality and Discretion
- Handle sensitive information with utmost confidentiality and professionalism.
- Act as a trusted advisor to the Director, providing support in decision-making and strategic planning.
- Maintain a high level of discretion in managing the Director’s personal and professional matters.

8. Office Management
- Ensure the Director's office is organized and well-equipped with necessary supplies.
- Liaise with the office manager or facilities team to address any office-related issues.
- Coordinate with IT support to ensure the Director’s technology needs are met.

9. Support in Strategic Initiatives
- Assist the Director in research and analysis for strategic initiatives and business development.
- Provide insights and feedback on operational processes and potential improvements.
- Support in implementing new policies, procedures, and systems as directed by the Director.

10. Personal Errands
- Occasionally assist the Director with personal tasks, such as managing household matters, as required.
- Coordinate with personal service providers (e.g., travel agents, household staff)

**Benefits**:

- Health insurance
- Provident Fund

Schedule:

- Day shift

**Education**:

- Diploma (required)

**Experience**:

- total work: 2 years (required)

**Language**:

- English (required)

Work Location: In person

Application Deadline: 13/08/2024
Expected Start Date: 15/08/2024

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