Executive Assistant

Executive Assistant to MD

Roles & Responsibilities:

A. Scheduling: Assist Executive Management Team with setting up meetings, identifying and confirming conference rooms or other meeting locations. Inviting participants using email, phone and Outlook Calendar. Plan and execute special meeting requests and needs such as preparing conference rooms, planning for audiovisual or other technical requirements. Ordering, laying out refreshments, brochures etc. Give excellent support in coordination to the Consultants with the clients and candidates.

B. Managing MD Office: Attend meetings on behalf of the MD. Write Minutes of the Meeting & mail the same to all concerned. Internal co-ordination with the department heads for client deliverable. Develop and enhance knowledge of office systems and tools to enable efficient administrative support. Systems and tools include copies, scanner, fax, video and telephonic conferencing and more.
Provide back up support to the MD in processing employee expense reports in accordance with travel and expense policy, forms and processes.
Assist in administrative and travel support through internal & external vendors

Balances workload and ensures meeting critical deliverables by staying organized, negotiating priorities and effectively seeking clarification and support when needed.
Prepare PPT decks and presentations, MIS Reports, MS Word and MS Excel documentation and compiling.

C. Travel & Hotel Bookings: Execute travel itineraries Planning include air/train travel, ground transport, accommodation and other special needs such as coordinating travel advances or foreign currency needs and under direct supervision, facilitate visa processes. Apply knowledge of domestic and international travel such as distances between cities, typical airport connection times, airport transportation, and standards of accommodation.

D. Business Development: Business Contact Management: Assist MD in new Business Development by maintaining database, send emails, interesting articles etc.-Business Relationship Management: Keep a track of new business leads & prospects and assist in developing new/old relationship - Tracking client’s key management people movement. Remembering Key dates of client & sending gifts/bouquets etc. Attend meetings along/travel if required with MD for meetings.

E. Stealth Hiring & Recruitment: Support Key Leadership Hiring through various channels i.e. Vendors, LinkedIn & Social media. Scheduling meeting with key prospective hires etc.

F. Coordination with PR, Research & Advisory Firm: Support the MD & MD with meetings with PR, Media & Research and advisory firms like Gartner.

G. Conference & Events: Assist the MD & MD in identifying and attending the meet and may require attend the conferences Internationally & Nationally.

H. Administration: Approve & monitor the Office facilities through vendors. Housekeeping staff management

I. ISO Implementation & Audits: Management representative for the ISO quality initiative.

J. Filing & Indexing: Maintaining & filing of soft copy of documents with indexing & hard copy where required.

K. Coordination with CS & CA: The person will be responsible to coordinate with CS & CA firms for Annual company returns and MCOA filings etc.

L. Petty Cash & Reimbursement Management: Handling of monthly reimbursement, tallying, coordinating with finance and administration for closure for travel & monthly expenses of MD.

M. Investment Banker & Fund Raising: Work with MD on building credible investment case with Bankers & Investor, presentations and meetings etc.

Education: Any Graduate or BBA/MBA will be preferred with cross-functional exposure