Executive Assistant

Navi Mumbai, MH, IN

8 days ago
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Summary

Job Description

Key responsibilities

  • Manage CEO’s calendar: meetings, appointments, travel
  • Prioritize and coordinate time-sensitive requests
  • Ensure adequate prep time and debrief slots between meetings
  • Act as a gatekeeper for calls, emails, and messages
  • Draft, proofread, and send correspondence on CEO's behalf
  • Maintenance & Upkeep of files/ documents in a speedy retrieval basis. Handle sensitive information with complete discretion.
  • Manage Business travel arrangements for the CEO and timely update in oracle. This also includes preparing itinerary. Handle travel expenses and reimbursements.
  • Arrange meetings / conferences / Board Meeting / Audit Committee Meetings. Prepare agendas, presentation decks, and briefing notes.
  • Record minutes, track action items, and follow up on deliverables.
  • Help align CEO's time and focus with business priorities.
  • Flag urgent issues or high-impact decisions.
  • Interface/ follow up with leadership teams to relay CEO's directives.
  • Assisting with CEO Townhall and coordinating for preparation of Townhall presentation. Assisting HR with circulating minutes of meeting etc.
  • Support CEO on special projects and initiatives
  • Collect and summarize reports or data from departments. Preparing reports as assigned.
  • Prepare executive summaries or briefing papers
  • Assisting for pre and post high profile guests and customer visits and coordination with Admin/ Security etc.
  • Co-ordination and follow-up with the Corporate Office, Terminal team and Regional Office Team as and when required.
  • Preparing itinerary for any major event, customer meeting or event of high importance for subsequent circulation and liaison with other departments for smooth execution of plan.
  • Handling office duties such as maintaining stationery and pantry records, event photograph records, supervising housekeeping, and hygiene standards of the office.
  • Monitoring General well being and security of the CEO Office. Maintain a hospitable atmosphere in the office.
  • Liaise with IT team to Raise tickets in Sapphire portal for any IT related requirements especially technical checks before commencement of meetings are carried out.
  • Maintain contact lists of Business cards and filing it in the business card folder.
  • Maintain records of couriers received and dispatched from CEO Office
  • Maintain team leave records as required.
  • Liaise with other departments, external bodies, and service providers, as necessary from time to time.

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