Executive Assistant - Chairman Office - Dharuhera

Group Company: Varuna Integrated Logistics Pvt. Ltd

Designation: Executive Assistant (VL0530), Executive Assistant - Chairman Office (VL0951)

Office Location: Corporate Office Gurgaon (Corporate Office)

Years of experience: 4 to 7

Salary Range: 5 to 8 (Annual)

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


2. follow up with concerned stakeholders for timely updation in HRMS; escalation matrix to be followed for any delay 

            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)
2. HR - coordination with HR team for interview & training related activities
3. IT - Follow-up for new developments till it's implementation
4. Admin - all admin activities for sales team at Delhi NCR

              KRA Evaluation

1. Co-ordinate and arrange for sales team KRAs evaluation as per their defined KRAs cycle and within timelines
2. Coordination with Team for self-evaluation, RM's assessment
3. Data readiness & remarks input in Cafe HR till final closure as per feedback of GDSM

   

    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.

    Additional Responsibilities:

    Reporting Team

    • Reporting Designation:
    • Reporting Department:

    Educational qualifications preferred

    • Category: Bachelor's Degree, Master's Degree
    • Field specialization:
    • Degree: Bachelor of Business Administration - BBA, Bachelor of Commerce - BCom, Master of Business Administration - MBA
    • Academic score: 50 %
    • Institution tier:

    Required Certification/s:

    Required Training/s:

    Required work experience

    • Industry:
    • Role: Executive Assistant
    • Years of experience: to

    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

    • Physical:
    • 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


    Work Environment Details:

    Specific requirements

    • Travel:
    • Vehicle:
    • Work Permit:

    Other details

    • Pay Rate:
    • Contract Types:
    • Time Constraints:
    • Compliance Related:
    • Union Affiliation: