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07/02 Divya
HR at Shanparts

Views:134 Applications:1 Rec. Actions:Recruiter Actions:1

Shanparts - Executive Assistant (5-10 yrs)

Mumbai Job Code: 30455

We are looking for a EA to Partner for our Company.


- Manages the day-to-day administrative affairs of the PARTNER's office, scheduling all appointments, conferences, engagements and other commitments.

- Provides with background information, meeting summaries and/or supporting documents in preparation for scheduled appointments, meetings and engagements; coordinates with other departments as necessary for reports and communications for preparation of specific engagements and maintains and tracks detailed priority list of projects and engagements.

- Maintains an efficient flow of information between all levels of the Company including internal and external contacts on a wide spectrum of plans and priorities.

- Screens incoming calls to the PARTNER, determining nature of call and whether or not it requires the attention of the PARTNER, takes messages and maintains contact lists, and whenever possible responds to callers directly based on knowledge of PARTNER's preferences, office functions, policy, priorities and availability or makes sure the caller receives appropriate transfer to another department.

- Processes all incoming correspondence received in the office of the PARTNER, prioritizing and determining its disposition.

- Determines which correspondence can be handled by self and takes the initiative in drafting responses for the PARTNER's signature based on knowledge of his activities, interests, priorities, and issues.

- Handles confidential and sensitive information with poise, tact and diplomacy.

- Schedules and organizes all activities such as meetings, travel, car services and Company activities for the PARTNER.

- Greets and manages all visiting members and guests and handles all of their needs for the duration of their stay.

- Produces meeting summaries and maintains and tracks PARTNER's priority lists of projects and other board memberships and responsibilities.

- Serves as a liaison with other departments, affiliate organizations, government offices and other agencies and senior level staff.

- Handles all related business finances, reconciles credit card statements and manages all expense reports in a timely manner.

- Works independently and within a team on special and ongoing projects when necessary

- Photocopies, scans and faxes information as needed or requested.

- Processes certain recurring invoices relating to association business.

- Maintains files used by the PARTNER and association on an ongoing basis, modifying when necessary; applying association rules pertaining to retention and disposition.

- Arranges, in conjunction with other departments, special events sponsored by the PARTNER to include invitations, site selection and related details.

- Prepares annual business plan documents and quarterly business plan reports. Assists with development of departmental budget.

- Organize, monitor and records meetings of Company executives, fostering of good working relationships, problem solving, information sharing. Work with the management team to develop and maintain the Company's correspondence guidelines and advise all support staff on proper correspondence processes and procedures.

- Performs other duties as may be required.

Requirements :

- Previous experience in business analysis and/or Executive Assistant is mandatory

- Excellent in Microsoft Word, Excel, PowerPoint.

- Excellent listening, negotiation and presentation skills

- Excellent verbal and written communications skills

- Excellent leadership skills

- Results-oriented with strong analytical skills

- Ability to manage deadlines and prioritize work

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