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Executive Assistant Chairman

Keywords / Skills : Executive Assistant Secretary, Executive Secretary, Personal Secretary, Personal Assistant, Secretary Male, PA

4 - 14 years
Posted: 2018-02-09

Banking/ Financial Services
Executive Secretary/Personal Assistant
Any graduate
Posted On
9th Feb 2018
Job Description

Key Performance Areas for EA to Chairman’s Office
• Attendance
• In Time Attendance Reporting
• Out Time Attendance Reporting
• Maintain discipline & punctuality as per requirement of Chairman’s Office at all times with a highly positive & professional attitude
• Should be available on Whatsapp & SMS Messages to be able to answer & reply to all queries of Chairman
• Calendar Management & Email Management
• Update visiting cards details of all Clients/ Internal Senior Employees/ Partners & Directors for Chairman’s office
• Inform the full day Calendar Updates
• Inform number of Emails received on a daily basis
• Classification of Emails in to 4 Parts – Highly Important & Urgent, Important but not Urgent, General Emails from Various DL’s, Internal Emails from DHC Team
• Update Absent records of Important Staff dealing with Chairman’s Office directly so he is aware & informed pro-actively (Check the list of People with Chairman whose needs to be updated
• 15 Minute Catch up to show all HI & Urgent Emails & seek guidance to answer them the same day without fail
• Invoices & Billing Management
• Update list of Invoices received for Signatures with notes as pre-requisite for review & approval
• Office Telephone Bills date Calendar to be formed & to ensure the payment is done on time.
• Residence Bills namely Electricity, Rent, Tata Sky & Telephone bills date Calendar to be formed
• To ensure Chairman’s Credit Card Status & its bill generate date & Due date.
• To ensure Chairman’s Paytm, OLA & UBER Accounts to be maintained & refilled timely.
• Administrative Initiatives & Execution of the Tasks assigned as follows
• All Cars whether Mumbai or Kolkata should be sent for Servicing as per timelines prescribed, PUC, Insurance & Petrol filling due dates to be taken care well in advance & Pro-actively
• Passport & Other necessary documents to be kept in custody of Chairman’s Purview & timely availability
• Foreign Currencies of respective countries to be made available before Chairman travels & make sure the amount in those currencies are discussed ahead of time
• Meetings Co-ordination: Internal Meetings to be scheduled /cancelled after consulting the Chairman or in guidance from him. External Meetings if cancelled to be updated pro-actively on high priority for better planning
• Chairman’s Office to well maintained through Admin Team & all required Stationery to be available 24/7
• Chairman’s Business Card to be available well in stock & New Cards to be printed well in advance to ensure availability of Business Cards always
• SIM Card refilling during International Travel to taken care pro-actively & should be refilled with the amount as advised by the Chairman
• Necessary Documents Kit & Air travel Tickets Kit + Medical Travel Insurance to be made available 1 day in advance of travel + ensure Web Check –in is completed
• Air ticket booking Domestic & International for Chairman & Other Employees.
• Booking of Conference rooms for meetings of Chairman’s office well in advance through Administration team
• Assist in Hotel & Room Bookings in line with guidance from Chairman’s office
• Assure office is neat & tidy & stocked with required tools for functionality
• Co-ordinate with Shared Services Team to ensure smooth deliverables by HR, IT, Admin & Finance for Chairman’s office as and when required
• Weekly & Monthly MI Update of work accomplished & highlight the pending items

About Company

Company Profile:
DHC - DesaiHaribhakti is India's leading accounting and consulting firm and is an independent member firm of Baker Tilly International, one of the world's leading accountancy and business advisory network.DHC is powered by 1100 professionals under the leadership of 100 Partners and Directors with wider geographic presence in 11 cities across India.
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