Executive Assistant
Administers correspondence, manages incoming calls, and prioritizes phone messages, emails and couriers.Writes error -free, eloquent emails and letters for various events and announcements. Updates and maintains phone lists for MD/Director.Directs MD’s visitors with grace, sophistication and professionalism.Prepares for monthly and special Board meetings. Completes the General Manager’s report which requires input from all departments and is presented to the Board of Directors.Provides administrative support for the completion of documentation of Board agenda items and transcription of Board meeting minutes. Schedules and coordinates appointments, meetings and events.Transcribes drafts, proofreads and revises correspondence, memos, flyers, agendas, minutes, resolutions and policies.Manage complete travel arrangements both domestic and international in terms of forex, visa, tickets, hotel etc. (by self, travel desk or travel agents).Formatting and printing of documents and presentations for MD & his team. Managing the electronic and physical filing of documents for the MD & his team and coordinating with the filing department for this purpose.Execute complete process related to engineering products vendors/suppliers for registering/approving their products with our company i.e. the Engineering Consultants.Maintain stock of business cards for MD & his team members.Coordinate with the housekeeping staff for maintaining hygiene and organizing various items, files in the MD’s cell.Preparing and submitting timesheet for MD and other higher management.Arranging for reimbursements of all expenses incurred for business purposes e.g. travel expenses, food expenses, lodging boarding etc.Preparing MD’s driver overtime statements and submitting to accounts department.Providing personal assistance such as maintaining MD’s medical files, other personal files, personal correspondence, renewing various memberships, arranging utility bills payment etc.
