Personal Assistant

ORGANISATION CHART

JOB PURPOSE

This position extends critical support in terms of handing, monitoring Chairman-Airports (CA) mails swiftly with shortest turnaround time, escalate the mails to BCMO Business Team for their inputs & check with Head-Integration for his directions on important / confidential matters before escalating to BCM. Follow up with BCM for mails reply, directions & approvals. To process hard copy of Financial approval notes, MOM & Board Resolution documents for BCMs signature, coordinating pre-read materials from various department and forwarded to BCM before the meeting, etc. Planning and execution of travel details of Chairman Airports including itinerary, flight, visa, accommodation, etc. Provides fall back support to BCM-A in secretarial functions including scheduling of meetings, travel in the absence of Secretary.

To provide efficient assistance to the respective GHB members in the areas of  administrative activities, Travel, accommodation, meeting, events for GHB Members (promoters) in Mumbai location, Data management & support respective teams for smooth functioning of daily tasks and enhance manager productivity.

KEY ACCOUNTABILITIES

Accountabilities	Key Performance Indicators
Office Management: Scrutinize mails, effective calendar management, fixing appointments, review meetings, prioritizing phone calls, maintaining accurate contact database, general filing and maintain to do list.	Effective time management
Travel Management: Coordinate travel logistics for local, outstation & overseas visits i.e. tickets, hotel booking, visas, insurance, forex, matrix, logistics, coordinating itinerary, checklist etc.	Timelines
Expense Management: Prepare and submit reimbursement claims based on the expenses incurred adhering to policy and within timelines e.g. Travel, Mobile, Petrol, Medical etc., tracking reimbursements	Accuracy of MIS
Data Management: Collation of discussion material, compiling MIS, assistance to prepare Presentations for conferences/seminars/review meetings, updation of address book, support Manager in the role of EA.	Accuracy and timeline
Visitor Management: Facilitate in-office and external meetings, ensuring hospitality, booking venue, logistics, coordinating schedule, follow up pending meetings list, etc.	Ensuring timelines
Endorsements: Approve leaves, team reimbursement claims, accounts related car form, purchase orders in SAP in line with policy, ensuring timely submission of HR related  initiatives e.g. goal sheets, annual / mid- year appraisals, financial competency of team, etc.	Timelines
Team Support: Provide all assistance and coordination to respective teams , assist Manager for any personal work, support Superiors as and when required	Timelines

 

KEY ACCOUNTABILITIES - Additional Details

EXTERNAL INTERACTIONS

Interaction with the Consultants related to the project, their invoice and other correspondence.
Coordinate with external vendor for arranging training related to the particular software
Coordination with courier agencies for incoming/outgoing couriers and maintaining the records therein
 

INTERNAL INTERACTIONS

GHB & Senior Management offices
Project / Working teams
 

FINANCIAL DIMENSIONS

•Not applicable

OTHER DIMENSIONS

EDUCATION QUALIFICATIONS

• Graduate
• Diploma in Personal Assistant
• Shorthand,

RELEVANT EXPERIENCE

• 10 + years’ experience working with top / middle management, able to handle pressure, team player, quick learner, excellent interpersonal skills etc.

COMPETENCIES