Administrative Assistant & Executive Assistant

Kelly Services India Pvt. Ltd.
  • Mumbai
  • 1-6 lakh
  • 1-6 years
  • Views
  • 26 Jun 2018

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Job Description

Administrative Assistant (AA) & Executive Assistant (EA)  - Only Females  POSITION SUMMARY This position serves as a key secretarial and administrative support to the Project Leaders (and Principals, ifrequired). Taking full responsibility for maintaining their demanding schedules and highly involved in all of their business activities and expected to act with initiative and pro-activeness, and handles confidential information with utmost discretion. The goal is to leverage the Project Leaders time and to enable him/her for client services. This position is also expected to work as a team with other secretaries within India and may also be assigned by his or her supervisor to back up other support staffs. Throughout their career, AAs will continue to grow within the role, i.e., to learn new tasks, to improve on established ones, integrating best practices among their cohort and to adapt their work styles to best support the changing needs of the Project Leader's they support. Activities will vary, depending on the Project Leader's work style and the existing workload. The duties described below make up a typical, but not necessarily complete list. JOB RESPONSIBILITIES 1. Calendar, meeting and travel management Actively manages the calendars for the assigned Project Leaders with an overall understanding of business priorities to offer alternatives, tradeoffs and consideration of the most efficient use of Project Leaders time, and provides timely reminder as necessary; With minimum instruction, proactively follows up on emails when copied, and determine the most appropriate next steps from scheduling standpoint; Organizes travel arrangements; anticipates and co-ordinates point-to-point travel and logistics needs, include but not limited to directions, commuting time and ground transportation, passport and visa processing. 2. Supports business development activities Actively manages and administers clients contact/database, ensure the accuracy and timely inputof new client contacts into the database; Telephone answering and screening including cold calls for the Practice Area that the assigned Project Leader is responsible for. 3. Supports case works Prepares assigned Project Leaders timesheet and expense report in accordance with company guidelines; Keeps track of assigned Project Leaders's resumes with the updated profile and accurate translation. Send people the resume upon request after assigned Project Leaders' review; 4. Other responsibilities and team contributions Provides back-up assistance to relieving the reception desk for 1-2 hours, as needed (in absence of the Front Office Executive) Assists assigned Project Leaders in other administrative tasks to leverage time, which may include to prepare reimbursement, medical insurance claims and keep tracking of travel days associated with tax filing in overseas, memoranda, slide decks, etc. JOB REQUIREMENTS A graduation degree Over 3-6 years of secretarial experience gained in professional services or multi-national companies Should be proficient in handling operations of reception board Excellent oral and written English language communication skills Proficiency in MS Office (Word, Excel, PowerPoint, Outlook) KEY COMPETENCIES Strong interpersonal skills and able to work effectively with all levels of staff Excellent organizational skills, ability to set priorities, attention to details and is tenacious with follow-ups. Convey a strong positive personal and professional image with excellent standards of professional behaviour and ethics. Team player, highly motivated, energetic, resourceful and friendly. Service-oriented, flexible and able to work under pressure. Demonstrates accountability and ownership Reliable, timely and flexible Anticipates the needs of others and demonstrates service orientation (proactive) Demonstrates a concise and effective style in oral and written communication Effective in time management WORK ENVIRONMENT Must be able to perform successfully in a fast-paced, intellectually intense, service-oriented environment and to interpret rules and guidelines flexibly to enhance the business and in keeping with Company's values and culture. Experience working successfully within a complex matrix structured organization is essential. It is necessary to have the ability to understand and manage complex reporting relationships Skills: Good communication skills. Renewable contract (Performance basis renewal)


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Kelly Services India Pvt. Ltd.