Executive Assistant

Role : Executive Assistant to CEO

Job Descriptions

Role Clarity Document of Executive Assistant to CEO at Ohm Engineering Works.

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)
  
  

• 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.
• 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.
• 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
• 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
• HR (partially)
• Managing resume selection, primary interviews, the onboarding process for new joiners.
• Internal policy-making and adherence
  
  

• # 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 CEOs objective is met and he is focused on what he is doing without any distractions.
• # how free is CEO from day to day tasks
  
  

• Communication skills especially fluency in English (extra languages also added advantages)
• Persuasion skills
• Rapport building skills
• Telephone etiquette
• Speed
• Planning
  
  

• Microsoft Word, MS Excel/Google Sheets, and MS PowerPoints.
  
  

• Growth Oriented
• Win-Win-Win philosophy
• CEO productivity