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Local » Gurgaon » Urgent opening for Executive Assistant to COO in Gurgaon - Male candidates only; night shift

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Urgent opening for Executive Assistant to COO in Gurgaon - Male candidates only; night shift
Vijaya Picture
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Posted 04-03-2010Reply

> The candidate should be able to manage task scheduling, task follow- ups and calendaring for the Executive Office

> Drafting and publishing relevant announcements

> Managing phone calls, routine emails and correspondence

> Administrative tasks and functions

> Compiling routine reports and documents

> Filing

> Travel Arrangements

> Organizing executive office meetings

> Handling correspondence on a day-to-day-basis.

> Minutes of company meetings.

> Maintaining appointments of the Executive staff

> Regular Secretarial functions.

> Generating PowerPoint presentations.

> Establish & maintain confidential files concerned with personnel & policy matters

> Answer & screen telephone calls

> Arrange appointments or meeting schedules for consultants

> Manage the schedule and calendar and coordinate in setting up of

> meetings/conference calls.

> Attend important meetings, take down the minutes and follow up on action items to closure.

> Prepare regular MIS reports. Other miscellaneous duties assigned from time to time.

Desired Profile

> Good oral/written communication skills

> Process oriented: Demonstrable commitment to following processes, documentation etc

> Very computer savvy, proficient at using the Internet

> The candidate should be proficient in all the MS Office tools Excel, Power Point, Word, PDF etc

> Should have experience of generating MIS reports.

> Good written and verbal English

> Minimum 3 years of experience as secretary

> Should be a team player, good coordinator

> Should have 3-6 yr. of relevant work experience

> Keep system up to date for orders, projects, budgets and allocations (Primary)

> Keep employee transfers up to date (with help from HR) (Primary)

> Keep track of proposal submissions, win/loss status (Primary)

> Keep track of invoicing, order status (Primary)

> Follow up with PMs/TLs about status reports (Primary)

> Minute and track action items from meetings (Primary)

> Coordinate with Facilities for seating for new employees, training rooms

> Coordinate with IT for computers, system access etc

> Track Clients access cards: status, owners, etc

> When employees transition out of project/resign, ensure handover of all artifacts

> Maintain contact list for clients

>Should be able to work independently

>Should be proactive

>Should have experience in reputed IT industry

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