Executive Assistant / Secretary

Aarvi Encon

Responsibilities:

• Manage and maintain the daily calendar schedules of the Executive Director (ED) and General Manager (GM), ensuring efficient time management and smooth coordination of meetings and appointments.
• Provide full administrative and operational support to the ED and GM, handling day-to-day tasks and office requirements.
• Check, arrange, and track all documents requiring EDs/GMs signatures, including bank documents, LPOs, approvals, contracts, and other official paperwork.
• Handle personal tasks assigned directly by the ED in a timely and confidential manner.
• Organize weekly project meetings, prepare Minutes of Meeting (MOM), and circulate them to all concerned stakeholders.
• Attend additional meetings as instructed by the ED/GM and prepare MOM accordingly.
• Monitor various tender portals/websites and update the Business Development Manager (BDM) / Tender Manager on newly issued tenders.
• Coordinate the procurement of tender documents after receiving management approval.
• Draft and prepare official letters, emails, and correspondence; obtain necessary approvals/signatures (primarily from the GM) and forward them to Clients/Consultants.
• Maintain and update Pipedrive CRM databases as per assigned tasks.
• Ensure efficient office coordination, follow-ups, and documentation control.

Key Skills Required:

• Calendar & schedule management
• Administration & office coordination
• Document control and tracking
• Minutes of Meeting preparation
• Tender coordination
• Letter drafting & official correspondence
• CRM knowledge (Pipedrive preferred)
• MS Office proficiency
• Strong communication and follow-up skills