Executive Assistant to HOD

1 month ago

Sany, India Isprava Vesta Pvt Ltd Full time
JOB DESCRIPTION Designation: Executive Assistant to all HODs Location: Mumbai Purpose of the role: To Assist all HOD S in day to day activities. Duties &Responsibilities Essential Functionsinclude but not limited to the following:
  • Preparing the daily/weekly/monthlycalendar for the meeting schedules and other various activities.
  • Screening enquiries requests complaints andhandling them when appropriate. Taking regular follow up fromengaged stakeholders as assigned by the respective HOD.
  • Preparation of documents (Drafting Letters /Emails) briefing papers reports and presentations.
  • Coordinating with other departments in theorganization for relevant information and to consolidate the same.
  • Attending the meetings to record the MOM andcirculate the same as per instructions.
  • Takingcare of the HOD s & Team travelling lodging & otherarrangements as and when required.
  • Tocoordinate with all the stakeholders within and outside the companyto expedite implementation.
  • Coordinate withHODs on business requirement/ MIS
  • CoordinateInternational visits
  • Responsible to block theboard room and other meeting rooms Processing VISA & travelmgmt.
  • Director Calendar Management.
  • Taking dictation drafting letters/ mails
  • Schedule meetings prepare MOM & followup for further actions
  • Ability to manage onbehalf of the respective HOD s
  • Maintainingcalendar in respect of meetings phone calls appointments
  • Arranging Air travel hotel bookings VisaForeign Exchange etc.(for Domestic & International travel)
  • Liasioning with various departments andFunctional Heads for communicating messages collecting informationand resolving various issues queries in order to execute companyobjectives.
  • Liasioning with the Consultants/Vendors/suppliers etc.
  • Giving presentations toclients and investors and developing Business.
  • To handle phone calls in their absence andtake necessary decisions.
  • Compiling Minutes ofMeetings
  • Compiling MIS Reports/WAPReports/Memos/Notes/Analysis
  • Managing PublicRelation Activities and conferences
  • Lead inorganizing company events (Internal & External)
  • Handling Petty Cash Vouchers
  • Track utility Bill payments
  • Developing systems and process for smoothfunctioning

Skills Required
  • Good Knowledge ofMS Excel PowerPoint FrontPage Outlook power user.
  • Excellent communication skills verbal written
  • Good grasping and implementing capacity.
  • Ability to demonstrate exceptionally stronganalytical and practical problem solving skills.
  • Mature individual with good diplomatic andbusiness partnering skills.
  • Professionalismand understanding of maintaining highly confidential information.
  • Excellent managerial skills interpersonal& problem solving skills
  • Ability tomultitask and prioritize work
  • PunctualityDedication SelfMotivation
  • Quick adaptabilitytowards work environment Perseverance Extensive research oninternet.
  • Ability to follow instructions welland make decisions with no supervision.
  • Excellent Experience as a Secretary to MD COOor Deputy CEO
  • Fascinated towards work
  • Knowledge in different fields & aboutlearning skills

Educational Qualification: Any Graduate

presentations,bookings,arranging,planning& scheduling

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