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Role: Executive Assistant to CEO
Role Definition: Executive Assistant is the one who is responsible to support his/her manager (CEO in this case) in all office management, internal and external communication, secretarial & clerical support, and often handling tasks that have a direct effect on the success of the business.
Responsibility Deliverable
Managing schedules/calendar of CEO
Managing communications of CEO
PSS for improving the overall functioning of processes
Administration
Recruitment (partially)
Tasks & Activities
1. Managing schedules/calendar of CEO
· Scheduling/re-scheduling meetings/ managing complex calendar based on priority defined by CEO.
· Capturing actionable items from verbal and written communication happening anywhere in organisation and making a NOW (creating a calendar entry for a specified date and time) for the action.
. Taking notes every morning on the to-do list and accordingly delegating on daily basis with reporting on the same in the evening.
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2. Managing internal and external communications of CEO
· Handling & Prioritizing emails and phone calls. Briefing of important emails face to face or over a phone call.
· Maintaining correspondence, follow-ups, and ensuring timely completion.
· Making Minutes of the meeting
· Managing confidential administrative tasks for the leadership team.
3. Automation initiatives for improving the overall functioning of processes
· Creating PSS (Process, System and Structure)
· Creating Automation process using technology like Google Sheets, Google Data Studio
· Ensuring the process is followed.
· Briefing CEO of any bottlenecks, taking solutions and implementing those solutions
· Briefing CEO of achievements (productivity of each function of the day) in a "crisp, precise, to-the-point" manner.
· Maintaining and presenting various MIS reports & documents to provide feedback to top management.
· Ensuring adherence to procedures and service standards for business excellence
4. Administration
· Coordinating / Directing day-to-day general & administrative functions within the team and outside for smooth business operations.
· Analytical, negotiation, and interpersonal skills; achieving team satisfaction by timely responding to queries
5. HR (partially)
· Managing resume selection, primary interviews, the onboarding process for new joiners.
· Internal policy-making and adherence
Measurement Metrics
· # Fixing 1 hour with CEO and briefing him about the calendar, e-mails, other communications, and EA to-do list, queries from the team for CEO, taking solutions and communicating further to the team, vendors and clients.
· # Ensuring CEO's objective is met and he is focused on what he is doing without any distractions.
· # how free is CEO from day to day tasks
Competencies: Iceberg Elements & Attributes List
Skills
Communication skills especially fluency in English
Persuasion skills
Rapport building skills
Telephone etiquette
Speed. Thinking on foot.
Planning
Knowledge
1. Microsoft Word, MS Excel/Google Sheets, and MS PowerPoint
Self-Image
1. Confident
2. Smart
Traits
1. Talkative and high energy
2. Persistent
3. Willingness to learn
4. Hospitable
5. Trust-worthy
Motives
1. Growth Oriented
2. Win-Win-Win philosophy
Coordinate cross-functional activities by acting as the primary liaison between the Director, employees, clients, vendors, and other stakeholders while
ensuring timely follow-ups on projects and deadlines.
Manage the Director's schedule by coordinating calendars, meetings, travel arrangements, correspondence, and executive priorities.
Provide executive and administrative support through drafting professional emails, reports, presentations, meeting agendas, minutes, and
business documents.
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