Secretary / EA to Director at Baghpat, Ghaziabad location

Job Description:

Qualification: Any Graduate or PG
Experience: min 4 to 8 yrs experience in Secretarial role
Location: Baghpat, Ghaziabad location.
Gender: Female

Job description:

An Executive Assistantis responsible for managing the schedules and communications of key company executives. Their duties include prioritizing emails and phone calls, gathering documents.Executive assistants provide high-level administrative support, including preparing reports, handling correspondence and scheduling meetings and coordinating travel arrangements.

KEY SKILLS

1. Organizational Skills
Organizational skills are one of the Executive Assistant key strengths. High-level assistants juggle many tasks and large quantities of information. Without an orderly system, Executive Assistants can easily fall behind, miss deadlines, or lose track of important details.

2. Multitasking
Rarely does an executive assistant have the liberty to move at a leisurely pace and focus on one mission at a time. Skilled assistants must be multitaskers, ready to pivot at a moment’s notice when an urgent need arises. Then, they must resume the previous task when the crisis ends. Often, this shift occurs many times throughout the day. Problems present themselves and colleagues have questions. Phones ring, plans change. Savvy executive assistants must take interruptions in stride and learn how to prioritize effectively.

3. Time Management
Time management is one of the most important executive assistant competencies. Assistants’ duties tend to be time-sensitive. Staying focused and completing tasks on time is crucial for job success. Good time management skills keep operations flowing smoothly, and reduce stress levels. Executive Assistants need a good sense of which jobs to prioritize, and how much time to spend on each endeavor. When a task takes longer than expected, good Executive Assistants know when to reach out for help or delegate the job to a teammate. Also, capable Executive Assistants know how to carve out efficient workflows and set boundaries

4. Communication Skills
Communication skills are crucial for executive assistants. Executive Assistants must know how to speak and write professionally to executives, business partners, and high-level clients. Grammar is crucial, as are writing conventions. Executive Assistants should know how to properly format a formal business letter, and should triple check spelling before sending emails.
Tone is important too. Savvy assistants know when to strike a more personal and friendly tone and which situations call for strict formality. Length and medium should be appropriate too.
Executive assistants should also be able to give directions.

5. Data Entry
Data entry is one of the most desirable technical skills for Executive Assistant.

6. People Skills
People skills are absolutely essential for executive assistants. Every day, Executive Assistant interact with dozens of people, both inside and outside of the organization, digitally, on the phone, and in person. To excel in the job, executive assistants must must develop positive relationships with their executives. The best executive Assistants are personable yet tough. They know when to lighten the mood and when to stay serious.. Also, great executive assistants build relationships with the executive’s inner circle, including the boss’s family and closest colleagues.

7. Problem-Solving
Executive assistant are expert problem-solvers. Executives often enlist the help of assistants to tackle challenges they don’t have the time or bandwidth to remedy. Folks bring issues to the executive’s attention constantly, and the boss may not have the time to deal with every hiccup.
These obstacles range from the mundane, like finding a new supplier for printer ink, to the unusual, like tracking down a tablet left on an airplane during a business trip. Often, assistants face multiple hurdles, or stare down strange problems. Out-of-the-box, imaginative thinking is necessary to resolve these issues. The ability to propose alternative solutions and think on your feet is critical for executive assistants who deal with daily curveballs.

8. Decision-Making
Executive assistant make dozens of decisions every day. Though executives do sometimes give assistants tasks or assignments, there is often little oversight and direction. The role tends to be independent and self-guided. Executive assistants know what they need to do and must decide how best to accomplish tasks.
Sometimes, personal assistants need to make time-sensitive decisions when executives are not around. The best assistants understand the limits of their powers, and know when to make the call and sign off on a decision themselves, and when to track down the boss.

9. Adaptability
Change is constant, especially in today’s business landscape. Executive assistant duties often change day to day in the stablest of times. Sometimes, assistants need to change course mid-task. Great assistants are pliable, available, and willing to try new approaches for the sake of experimentation.
As the first team members to hear about major decisions, executive assistants are often on the frontlines of organizational changes. By adopting a positive attitude, assistants can lead the charge and convince coworkers to adapt to these changes. They can also convey concerns and sentiment to the executive.