Personal Assistant
Job details
Role Description This is a role for a Personal Assistant for IntQBooks Solutions. The Personal Assistant will be responsible for providing executive support, managing expense reports, facilitating communication, and offering administrative assistance on a daily basis. He/she will be partly working from our office at Ahmedabad & partly remote on daily basis. Timing would be 7:00pm to 3:00am. Key Responsibilities: Calendar and Schedule Management:
- Organize and manage the Director's calendar, including scheduling meetings, appointments, and travel.
- Coordinate with internal and external stakeholders to schedule and confirm appointments.
- Prioritize and manage changes to the schedule as needed.
- Serve as the primary point of contact for communications to and from the Director.
- Screen, prioritize, and respond to emails, phone calls, and other correspondence.
- Draft, review, and edit correspondence and documents on behalf of the Director.
- Plan and coordinate meetings, including preparing agendas, arranging logistics, and taking minutes.
- Organize and support departmental or corporate events and functions.
- Prepare, proofread, and edit reports, presentations, and other documents.
- Maintain and organize files, records, and documentation in both physical and digital formats.
- Ensure that all documents are handled with confidentiality and professionalism.
- Arrange travel itineraries, including flights, accommodation, and transportation.
- Manage and process travel expenses and reimbursements for the Director.
- Ensure all travel arrangements are efficient and cost-effective.
- Assist with project management by tracking deadlines, coordinating tasks, and liaising with team members.
- Conduct research and gather information as needed to support the Director's initiatives and decisions.
- Prepare reports and presentations related to ongoing projects.
- Oversee the day-to-day operations of the Director’s office, including ordering supplies and managing equipment.
- Ensure that the office environment is organized and conducive to productivity.
- Handle administrative tasks such as filing, data entry, and updating contact lists.
- Handle sensitive information and confidential matters with the utmost discretion and integrity.
- Maintain professionalism and confidentiality in all interactions.
- Education: Bachelor’s degree in Business Administration, Management, or a related field preferred.
- Experience: Minimum of 2 years of experience as an Perosnal / Executive Assistant or in a similar administrative role. Experience supporting senior-level executives is highly desirable.
- Skills:
- Exceptional organizational and time-management skills.
- Proficiency in Microsoft Office Suite (Word, Excel, PowerPoint, Outlook) and other relevant software.
- Strong written and verbal communication skills.
- Ability to manage multiple priorities and work under pressure.
- High level of professionalism and discretion.
- Excellent problem-solving and decision-making abilities.
- Full-time position with standard office hours. Occasional overtime may be required.
- Ability to handle a fast-paced environment and adapt to changing priorities.
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