Executive Assistant To Unit Head - Chennai

CALENDAR & EXECUTIVE MANAGEMENT

• Manage and maintain the Executives calendar, appointments, meetings, and daily schedule.
• Coordinate and schedule meetings, ensuring all necessary arrangements are in place.
• Attend meetings when required and provide necessary administrative and coordination support.
• Manage day-to-day activities and ensure timely follow-up on important commitments and requirements.

Prioritise and coordinate multiple tasks efficiently

TAXATION, EXPENSES & RECORD MANAGEMENT

• Maintain accurate and organised records related to taxation, bills, expenses, and other financial documents.
• Process bills, invoices, expense claims, and reimbursements in a timely manner.
• Maintain records and documentation for various policies and insurance-related matters.
• Track policy and premium renewal dates and ensure timely follow-ups and payments.
• Ensure all relevant documents and records are properly maintained and readily accessible.

COORDINATION & FOLLOW-UPS

• Follow up on pending tasks, meetings, deliverables, and important requirements.
• Provide administrative and operational support to the team as required.
• Ensure effective communication and smooth coordination between the Executive and relevant team members.
• Take ownership of assigned tasks and ensure timely completion.

TRAVEL & STAY MANAGEMENT

• Plan and coordinate travel arrangements for the Executive for business meetings and official engagements.
• Arrange flights/trains, accommodation, local transportation, and other travel requirements.
• Prepare and maintain detailed travel itineraries and related documents.
• Coordinate changes or last-minute requirements to ensure seamless travel.
• Manage all travel and stay arrangements with attention to convenience, timelines, and cost-effectiveness.

KEY SKILLS

• Excellent organisational and time-management skills.
• Strong communication, coordination, and interpersonal skills.
• Excellent follow-up and multitasking abilities.
• Proficiency in MS Office, particularly Word, Excel, PowerPoint, and Outlook.
• Strong attention to detail and ability to maintain accurate records.
• Ability to handle confidential and sensitive information with discretion.
• Ability to work independently, anticipate requirements, and take initiative.