Group Company: Varuna Integrated Logistics Pvt. Ltd
Designation: Executive Assistant (VL0530), Executive Assistant - Chairman Office (VL0951)
Office Location: Corporate Office Gurgaon (Corporate Office)
Position description:
| Meeting Management | Managing all the meetings (external & internal) and related activities (taking appointments, sharing MOMs, flight bookings, etc.) for group director (manage calendar) and other team mates. Update the calendar for any rescheduling/cancellation & inform to respective stakeholders |
| MOM Circulation & HRMS Updation | Preparation and circulation of MOMs/action items of internal meetings to all concerned within 48 hrs for meetings chaired by GDSM and update in HRMS (MOMs) ('-5 for delay in MOM submission) |
| Follow-up Of Meeting Action Items | 1. Follow-up on action items of critical meetings/ cross-functional meeting participated/chaired by GDSM
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| Routine/Day To Day Tasks | Ensuring all pending tasks completed by himself and other team members within assigned timelines, exceptions to be made a note of separately, negligence with reasons to be marked appropriately as instructed by GDSM, including e-mail tracking of GDSM and necessary approvals required |
| I Inter-Departmental Role | 1. Accounts - To help in bill processing & forms of reimbursement & send them for clearance (15 day TAT) |
| KRA Evaluation | 1. Co-ordinate and arrange for sales team KRAs evaluation as per their defined KRAs cycle and within timelines |
Primary Responsibilities:
- Execute sales or other financial transactions.
- Make travel, accommodations, or entertainment arrangements for others.
- Prepare research or technical reports.
- Maintain medical records.
- Prepare documentation for contracts, transactions, or regulatory compliance.
Educational qualifications preferred
- Category: Bachelor's Degree, Master's Degree
- Degree: Bachelor of Business Administration - BBA, Bachelor of Commerce - BCom, Master of Business Administration - MBA
- Academic score: 50 %
Required work experience
- Role: Executive Assistant
Key Performance Indicators:
- Calendar Management
- Need one daily Solution tracker
- Transportation Rates tracker
- Payment tracker
- CRM
- Publish MOM
- Day to Day Tasks & reports As Assigned by Manager
Required Competencies:
- Presentation
- Analysis
- Multi tasking
Required Knowledge:
Knowledge of administrative and clerical procedures and systems such as word processing, managing files and records, stenography and transcription, designing forms, and other office procedures and terminology
Knowledge of the structure and content of the English language including the meaning and spelling of words, rules of composition, and grammar.
Required Skills:
Office Assistant Skills, Customer Relationship Management, Administration, Email Management, Travel Management, Calendar Management, Meeting Management, Project Management, Administrative Activity
Required abilities
- Other:
Ability to work efficiently under stress
ability to communicate information and ideas in speaking so others will understand.
ability to listen to and understand information and ideas presented through spoken words and sentences