Secretary/ Executive Assistant (EA) / Personal Assistant - Bangalore

Smartmart Recruitment Mumbai; Bengaluru; Vor Ort; INR 600.000 - 900.000; Vollzeit

Zusammenfassung

Smartmart Recruitment Mumbai in Bengaluru is seeking a proactive Personal Assistant to support the Managing Director by managing meetings and coordinating documentation.

The role involves preparing Minutes of Meetings, tracking action items, and ensuring timely follow-ups with internal teams and stakeholders while handling confidential information with discretion.

Qualifikationen

• 5-8 years experience as Personal Assistant or in a similar support role
• Strong written and verbal communication
• Excellent calendar management and coordination
• Proactive attitude with high attention to detail
• Ability to handle confidential information discreetly

Aufgaben

• Manage and coordinate the MD's daily/weekly meeting schedule and calendar.
• Schedule meetings with internal teams, clients, vendors, and other stakeholders.
• Attend meetings, take notes, and prepare accurate Minutes of Meeting (MOM).
• Document key discussion points, decisions, action items, responsible persons, and deadlines.
• Assign tasks/action points to concerned employees as instructed by the MD.
• Maintain an Action Item / Task Tracker and regularly update the status.
• Follow up with concerned employees/departments to ensure timely completion of assigned tasks.
• Identify delayed or pending tasks and highlight them to the MD.
• Coordinate with different departments to ensure smooth execution of MD's instructions.
• Prepare daily/weekly status updates and pending task reports whenever required.
• Remind the MD about important meetings, deadlines, pending decisions, and follow-ups.
• Maintain proper records of MOMs, meeting schedules, and action items.
• Handle confidential information with professionalism and discretion.
• Perform other coordination and administrative responsibilities assigned by the MD.

Kenntnisse

Communication

Coordination

Organization

Multitasking

Proactive

Discretion

Meeting coordination

Documentation

Tools

MS Excel

Word

PowerPoint

Outlook/Google Calendar

Jobbeschreibung

Job Summary

We are looking for a proactive and well-organized Personal Assistant to the Managing Director to manage the MD's meetings, coordination, documentation, and follow-ups. The candidate will be responsible for ensuring that all action points discussed during meetings are properly assigned, tracked, and completed within the given timelines.

• Location: Bangalore
• Experience: 5-8 Years
• Job Type: Full-Time

Key Responsibilities

• Manage and coordinate the MD's daily/weekly meeting schedule and calendar.
• Schedule meetings with internal teams, clients, vendors, and other stakeholders.
• Attend meetings, take notes, and prepare accurate Minutes of Meeting (MOM).
• Document key discussion points, decisions, action items, responsible persons, and deadlines.
• Assign tasks/action points to concerned employees as instructed by the MD.
• Maintain an Action Item / Task Tracker and regularly update the status.
• Follow up with concerned employees/departments to ensure timely completion of assigned tasks.
• Identify delayed or pending tasks and highlight them to the MD.
• Coordinate with different departments to ensure smooth execution of MD's instructions.
• Prepare daily/weekly status updates and pending task reports whenever required.
• Remind the MD about important meetings, deadlines, pending decisions, and follow-ups.
• Maintain proper records of MOMs, meeting schedules, and action items.
• Handle confidential information with professionalism and discretion.
• Perform other coordination and administrative responsibilities assigned by the MD.

Required Skills

• Excellent communication and interpersonal skills.
• Strong follow-up, coordination, and organizational skills.
• Good knowledge of MS Excel
• Word
• PowerPoint
• Outlook/Google Calendar
• Strong documentation and MOM preparation skills
• Ability to manage multiple tasks and deadlines
• Proactive attitude, ownership, and attention to detail
• Prior experience working with MD/Director/CEO will be preferred