Executive Assistant

Open 64d

Report to: CEO and HR Manager

Job Summary: To provide secretarial, administrative and human resource support for VizExperts India Pvt. Ltd.

Main areas of Responsibility:

Management of the CEO’s diary and appointments.
Help CEO manage output, workflow and office deadlines.
Take and relay accurate and timely messages from telephone callers/mailers, and answer queries where possible.
Collect and open all mail addressed to the CEO
Take minutes for all meetings.
Draft, type and dispatch all the CEO’s correspondence
Liaise with relevant individuals, external organizations etc. to arrange meetings, prepare agendas and draft minutes
Maintain a comprehensive filing system
Co-ordinate CEO’s travel in conjunction with in-house travel group
Tabulate and retrieve CEO’s official expenditures and claims
Arrange local transportation when necessary
Some research, media relations and promotional work
Undertake any other duties as requested by the CEO

Ideally educated to bachelor/master degree
A minimum of three years PA/secretarial experience at a senior level
Shorthand and excellent typing skills- Good computer literacy, speed and accuracy essential.
Knowledge of graphics useful
Experience of working within an international environment, ideally international organization, Govt. Organization and/or multinational private sector.
Experience of dealing with different time zones
Excellent organizational skills
Excellent communication skills, both verbal and written
Professional telephone manner
Willingness to work in a multitasking environment
Proven ability to work under pressure and to tight deadlines
Bright, confident personality
Well presented
Highly personable
Flexible and mature approach with ability to work unsupervised

Strong interpersonal skills; ability to establish repertoire with company employees and manage all the records of the company
Learning capability to understand the processes and translate them in good business management
Must be responsible, self-motivated, self-starter, personable and well organized.
Must be able to effectively handle stressful situations like large number of tasks in short duration, tight budgets and high quality expectations
Proficiency in the use of personal computers including MS Office software including PowerPoint, Word, Excel and Outlook.

See also