EXECUTIVE ASSISTANT TO THE DIRECTOR

1. 3–5 years of strong experience as an Executive Assistant / Administrative Officer / PA to senior management.
2. Excellent organizational, communication, and coordination skills.
3. Proficiency in MS Office (Word, Excel, PowerPoint) and handling confidential information with professionalism.

Masters

1. 1. Calendar and Schedule Management.
2. • Efficiently manage the Director's calendar and schedule appointments/meetings.
3. • Provide timely meeting reminders and follow-ups.
4. 2. Communication and Correspondence.
5. • Handle incoming/outgoing emails, calls, and correspondence professionally.
6. • Screen calls and prioritize messages based on urgency.
7. • Draft responses and maintain communication records.
8. 3. Meeting Coordination.
9. • Prepare meeting agendas, materials, and briefing documents.
10. • Take accurate meeting minutes and track action items.
11. • Follow up on decisions and ensure timely completion.
12. 4. Travel Arrangements and Logistics.
13. • Coordinate and book flights, accommodations, and transportation.
14. • Prepare travel itineraries and expense reports.
15. • Arrange visa and travel documentation.
16. 5. Administrative Support.
17. • Prepare reports, presentations, and business documents.
18. • Maintain and organize confidential files and records.
19. • Manage office supplies and equipment inventory.
20. 6. Project Coordination.
21. • Assist in planning and executing special projects.
22. • Track project deadlines and deliverables.
23. • Coordinate with stakeholders and teams as needed.
24. 7. Stakeholder Relations and Liaison.
25. • Act as primary point of contact for internal/external stakeholders.
26. • Maintain professional relationships with key contacts.
27. • Facilitate communication between Director and teams.
28. 8. Information Management and Research.
29. • Compile and analyse data for the Director's decision-making.
30. • Maintain updated contact lists and databases.
31. 9. Confidentiality and Discretion.
32. • Handle sensitive and confidential information with integrity.
33. • Maintain professional boundaries and discretion.
34. • Ensure data security and protection of privileged information.
35. 10. GST Payment Follow-Up.
36. • Regularly follow up on GST payments for all companies.
37. • Ensure timely and accurate payments to avoid penalties.
38. 11. Coordination with Fayaz and Report Submission.
39. • Coordinate with Fayaz for sales and purchase data.
40. • Compile and send monthly sales and purchase reports to the auditor for GST filing.
41. 12. Bank Statement Sharing.
42. • Collect and share bank statements of each company with the auditor on a month-on-month basis.
43. 13. Rental Invoice Generation.
44. • Generate rental invoice from Petro Vistech to RK Foodlands on the 1st of every month.
45. 14. Sales Invoice Preparation.
46. • Prepare sales invoices from Petro Vistech after confirming and obtaining approval from the Director.
47. Ensure all sales transactions are accurately documented, promptly invoiced, and submitted to the auditor for filing.
48. 15. EMI Balance Maintenance.
49. • Ensure a balance of Rs. 12,78,266/- is maintained in the relevant account by the 4th of every month (EMI due on the 5th).
50. 16. Director’s Amex Credit Card Payment.
51. • Ensure the Director’s Amex credit card payment is processed on the 15th of every month.
52. • KPI: Payment processed on time every month; zero late charges.