Executive Assistant

Report to: CEO and HR Manager

Job Summary: To provide secretarial, administrative and human resource support for VizExperts India Pvt. Ltd.

Main areas of Responsibility:

• Management of the CEO’s diary and appointments.
• Help CEO manage output, workflow and office deadlines.
• Take and relay accurate and timely messages from telephone callers/mailers, and answer queries where possible.
• Collect and open all mail addressed to the CEO
• Take minutes for all meetings.
• Draft, type and dispatch all the CEO’s correspondence
• Liaise with relevant individuals, external organizations etc. to arrange meetings, prepare agendas and draft minutes
• Maintain a comprehensive filing system
• Co-ordinate CEO’s travel in conjunction with in-house travel group
• Tabulate and retrieve CEO’s official expenditures and claims
• Arrange local transportation when necessary
• Some research, media relations and promotional work
• Undertake any other duties as requested by the CEO

• Ideally educated to bachelor/master degree
• A minimum of three years PA/secretarial experience at a senior level
• Shorthand and excellent typing skills- Good computer literacy, speed and accuracy essential.
• Knowledge of graphics useful
• Experience of working within an international environment, ideally international organization, Govt. Organization and/or multinational private sector.
• Experience of dealing with different time zones
• Excellent organizational skills
• Excellent communication skills, both verbal and written
• Professional telephone manner
• Willingness to work in a multitasking environment
• Proven ability to work under pressure and to tight deadlines
• Bright, confident personality
• Well presented
• Highly personable
• Flexible and mature approach with ability to work unsupervised

• Strong interpersonal skills; ability to establish repertoire with company employees and manage all the records of the company
• Learning capability to understand the processes and translate them in good business management
• Must be responsible, self-motivated, self-starter, personable and well organized.
• Must be able to effectively handle stressful situations like large number of tasks in short duration, tight budgets and high quality expectations
• Proficiency in the use of personal computers including MS Office software including PowerPoint, Word, Excel and Outlook.