Executive Assistant

The Indian Hume Pipe Co. Ltd.; Mumbai; On-site; INR 1,200,000 - 2,100,000; Full time

Job summary

The Indian Hume Pipe Co. Ltd. in Mumbai seeks an experienced executive secretary to provide high-level secretarial assistance to the Business Head.

The role includes managing schedules, arranging travel, and coordinating with project offices and factories for MIS data. You will communicate with stakeholders on behalf of the Business Head, answering calls and emails, drafting correspondence, and preparing meeting agendas and minutes.

Qualifications

• Excellent written & spoken English communication and presentation skills.
• Proficiency in Microsoft Word and Excel is a must.
• Good command Shorthand, Dictation, and Typing.
• Proactive with high energy level, self-starter and ability to turn around things.

Responsibilities

• Provides high level of secretarial assistance to Business Head.
• Managing the schedule, including appointments, meetings, and travel plans.
• Communicating with stakeholders on behalf of the Business Head, including calls, emails, and correspondence.
• Coordinate with Project Offices and Factories for collecting MIS.
• Act as first point of contact for callers and handle emails and telephone communications.
• Prepare meeting agendas, create presentation materials, and minutes of meetings.
• Collate MIS and technical information; maintain files and records; prepare reports.

Skills

Communication

Scheduling

Secretarial

Presentation

Tools

MS Word

Excel

Shorthand

Typing

Job description

Experience: 10 to 15 Years in a corporate office of a well reputed company.

Roles and Responsibilities: -

• Provides high level of secretarial assistance to Business Head.
• Managing the schedule, which includes setting up appointments, scheduling meetings, and arranging travel plans.
• Communicating with stakeholders on behalf of the Business Head. This includes answering phone calls, responding to emails, and drafting correspondence.
• Coordinate with Project Offices and Factories for collecting MIS.
• Acting as first point of contact for callers, dealing with emails and phone calls, passing, and highlighting them to Business Head.
• Reminding important task, meetings and deadlines.
• Receives incoming communication on behalf of, reviews information, determines importance, and summarizes and/or share contents to appropriate staff.
• Need to prepare meeting agendas, creates presentation materials, and ensures that all necessary materials are available for the meeting, prepares minutes of meeting.
• Coordinates with internal and external stakeholders on behalf of Office of Business Head.
• Collating and compiling MIS and Technical Information.
• Handles administrative tasks such as maintaining files and records, organizing documents, and preparing reports.
• Maintain Contacts / Business Cards/ guest list.
• Prepare MOM and circulate the same to concerned departments.
• Work on consolidation of critical MIS by taking appropriate inputs from various Zones/ HODs.
• To handle Office correspondence and administrative task including e-mail / postal / telephonic correspondences/ drafting of letters and important communications.
• Maintaining office stationery and necessary office supplies.
• Booking and arranging Travel, Visa, Transport and Accommodation.
• Any other task assigned by the management from time to time

Required Candidate profile

• Excellent written & spoken English communication and Presentation skills.
• Proficiency in Microsoft Word and Excel is a must.
• Good command Shorthand, Dictation, and Typing.
• Proactive with high energy level, self-starter and ability to turn around things.