Assistant Executive – Ring Road, Surat

Additional Details

Job Description

Here’s a non-exhaustive list of common tasks Executive Assistants are required to complete.
Primary Responsibility
* Acting as a liaison and first point of contact with internal and external customers, vendors, and team members, interacting with them in a professional and timely manner:
* Responding to information requests, preparing the necessary documentation and ensuring follow-up actions; and
* meeting with people of interest and other important associates of the company on behalf of executives.
* Reviewing and filtering all incoming and outgoing mail, calls, emails, and faxes:
* Overseeing and monitoring all internal correspondence and reports;
* coordinating messenger and courier service with preferred vendors;
* continuously monitoring, responding to, and forwarding incoming emails; and
* updating and maintaining existing contact lists.
* Drafting and approving written communications, reports, presentations, and spreadsheets:
* Conducting research and generating reports by collecting data from various tools and/or consolidating it into reports .
* Managing the executive’s professional and personal calendar and meeting requests, coordinating appointments and ensuring everything runs in a smooth, timely manner:
* Ensuring tasks and projects are completed within deadlines;
* preparing meeting agendas so as to maximize time efficiency;
* taking notes during meetings and writing summaries;
* booking conference rooms and other meeting locations;
* securing venues and coordinating catering and other logistics when planning bigger events; and
* handling travel and lodging arrangements.
* Filing and organizing paper and electronic documents, such as emails, reports, and other administrative records:
* Converting paper documents to digital using a scanner; and
* assisting with data entry and database maintenance.
* Ordering missing supplies and maintaining inventory, replacing materials and equipment as needed or instructed.
* Understanding and keeping up-to-date with the business’ organization structure, policies, goals, and objectives.
* Managing and reporting expenses:
* In some cases, performing accounting-related tasks, such as bookkeeping and invoicing.

Daily Tasks
* Reviewing and filtering all incoming and outgoing mail, calls, emails, and faxes.
* Managing an executive’s daily schedule, setting up professional and personal appointments.
* Acting as a liaison and first point of contact with individuals and organizations.
* Performing searches and providing information and recommendations.
* Preparing presentations, documents, and other reports.
* Filing and organizing paper and electronic documents, such as emails, reports, and other administrative records.
This is an excellent opportunity work with Textiles Industry Leaders.

Required Skills and Qualifications
* Exceptional organizational and time management skills:
* Prioritizing and planning work activities as to use time efficiently while handling a high volume, diverse workload; and
* multitasking; being able to work in a dynamic, fast-paced environment.
* High levels of initiative, flexibility, and responsiveness:
* Being able to learn and adapt quickly, while facing continuously changing demands.
* Great attention to detail and high levels of thoroughness.
* Outstanding interpersonal and communication skills:
* Communicating clearly, both in writing and verbally, in order to build trust and cultivate relationships with clients, coworkers, and executives;
* displaying impeccable and professional phone demeanour;
* having a friendly and engaging personality in order to foster and maintain positive relationships; and
* displaying strong customer service skills in order to anticipate others’ needs and handle their requests in a proactive, diplomatic, and tactful manner.
* Analytical and problem-solving skills:
* Identifying issues and resolving problems in a timely manner using creativity and good judgment.
* Administrative skills:
* Demonstrated proficiency in computer word processing, spreadsheet, and database applications;
* demonstrated ability to type at a speed rate of 40 to 60 words per minute; and
* being able to operate basic office equipment, such as copiers and printers.
* High levels of honesty, discretion, and integrity:
* Being trustworthy enough to handle sensitive/confidential information; and
being able to comprehend and act on complex, sensitive matters.
* Exceptionally resourceful, self-sufficient, punctual, and reliable.

Education, Experience, and Licensing Requirements:
* Bachelor’s or master’s degree
* Excellent Verbal & Writing Communication Skills in English
* Exceptional Skills at working on Spreadsheets & Excel & arranging & analysing Data
* At least 5 years of experience as Executive assistant
* Common Sense, Commitment.
*Office time:- 9 to 6
*Salary Range 10000 to 30000 Depend on Person to Person

Note:-Candidate should know well to draft emails and letters, should know internet surfing and sales . all B2B.