Personal Secretary

Job description

Roles and Responsibilities

• The Executive Assistant to the Chief Operating Officer (COO) is an administrative position and works closely with the COO to help and execute the organizations operational goals and also assist in the day to day activities.
• An important responsibility is to ensure that operational information is communicated in a timely, accurate and appropriate manner by coordinating with the Senior Management Team and the Administrative Managers.
• The Executive Assistant coordinates the COO’s daily time, correspondence and travel to ensure that the COO is focused on tasks and service to key operational priorities of the organization.
• The position is also responsible for administrative duties related to MIS, including note-taking, Meetings organizing and facilitation.

A. Administration Roles

• Administers correspondence, manages incoming calls, and prioritizes phone messages, emails and mail with the guidance of COO.
• Provide assistance to the COO for meeting preparation and events and preparing the reports, composing and correspondence to the executives and others.
• Distributes meeting minutes, agendas and meeting package
• Develop and maintain appropriate document filing systems, and ensure compliance with records retention procedures
• Completes the administrative tasks assigns by COO including calendar, travel, meetings and schedule arrangements.

B. Management Information System

• Maintains physical and electronic office filing systems for COO.
• Coordinate with executives, prepare the daily/ periodical reports and send the same to COO without fail.
• Collect the sales and related reports among the showrooms, scrutinize and submits the same on daily basis.
• Assisting in formulate the Policies, SOPs, Circulars, System procedures and other documentation works.
• Supporting in data collection, analyzing, prepare the reports, composing and correspondence with the executives and staffs.
• Assisting in the creating and editing of meeting presentations, documents and reports.

C. General Roles and Responsibilities

• Sets-up staff meetings, maintains electronic staff calendars and organizes team events.
• Answers and directs calls and emails of the COO of a general nature.
• Prioritizes inquiries and requests with guidance and to ensure smooth day-to-day Engagements.
• Provides timely and proactive support in the effective implementation of organization policy as required by COO.
• Develop cordial relationships with key operational contacts, both internal and external and ensure confidentiality at all times and other duties as assigned by the COO

D. Key Result Area

• Effective handling of the schedules, plans, travel and meetings of COO without any deviance or any misperception
• Timely submission of periodical reports

E. Key Performance Indicator

• Accuracy and authentication in data, documents and in the reports.
• Effective and precise communication in all the correspondence.
  

Desired Candidate Profile

Perks and Benefits

Contact - JAYAKUMAR E - Number given below

Emerald Jewel Industry India Limited (Emerald) was established in 1984. "Emerald" is known for its quality consciousness, perfection in manufacturing and business ethics. Emerald started it business by working with goldsmiths and then established its own manufacturing in 1992.