Executive Assistant to Director

Job content

Objectives of this Role
 With a primary responsibility of supporting the Director, provide support to the executive
team as directed to ensure that company goals and objectives are accomplished, and
operations run efficiently
 Maintain and refine internal processes that support to the highest-ranking executives
company-wide, coordinating internal and external resources to expedite workflow
 Manage communication between upper management and employees, liaising with internal
and external executives on various projects and tasks
 Plan and orchestrate work to ensure the senior executives’ priorities are met, organizational
goals are achieved, and best practices are upheld
Daily and Monthly Responsibilities
 Manage electronic diary, assessing priority of appointments and reallocation as necessary.
 Interaction with both internal and external customers and coordinate a variety of complex
executive meetings.
 Manage travel arrangements (including visas/accommodation).
 Process Director’s correspondence, ensuring that incoming correspondence is dealt with by
the Director/or on behalf of the Director, or other staff as appropriate.
 Maintain Director’s office systems, including data management and filing.
 Maintain records of Director’s contacts.
 Answer phones, enquiries and requests, and direct and guide all incoming calls promptly and
efficiently.
 Assist Director in researching and following up with action on matters which fall within the
Director’s responsibility – chasing responses, triggering follow-up action.
 Organise meetings and ensure that Director is well prepared for those meetings
 Manage arrangements for meetings, including production/distribution of agenda and papers.
 Assist/support Director, Development Manager & Communications Manager in arranging
partner and other events.
 Review, summarize and write agendas, pre-meeting briefings, meeting papers, reports and
presentations.
 Meet and greet visitors at all levels of seniority.
 Supervise all Trust incoming/outgoing mail.
 Prioritize and manage multiple projects simultaneously, and follow through on issues in a
timely manner
 Arranging travel, visas and accommodation, and occasionally travelling with and without the
Director to take notes or dictation at meetings or to provide general assistance during
presentations.
 Manage, coordinate, and arrange senior executives’ travel and travel-related activities,
including hotel booking, transportation, and meal coordination
 Ensure that all confidential & sensitive information is securely handled, stored as appropriate
& no such information is divulged or made accessible to unauthorized person.
 Screen and pay the Invoices on time received for payment after the approval from the
Director.
 Maintain professionalism and strict confidentiality with all materials, and exercise discretion
when interfacing with the business
 Over and above the defined role, executing additional tasks which are assigned on day to day
basis by the Director

Skills and Qualifications
 Bachelor’s degree required or equivalent work experience
 Minimum 2 years of experience in administrative support functions
 Excellent written and verbal communication skills.
 Strong organizational skills and ability to prioritize multiple tasks seamlessly with a strong
attention to detail
 Proficient in Microsoft Office (Outlook, Word, Excel, and Power Point) and social media
platforms
 Very strong interpersonal skills and the ability to build relationships with key stakeholders

Job Type: Full-time

Salary: From ₹10,000.00 per month

Schedule:

• Morning shift

Work Remotely:

• Temporarily due to COVID-19