Executive Assistant to GM at Ev. Jugendwerk Bezirk Leonberg in Chennai, Tamil Nadu, India

Job description

• JOB DESCRIPTION

Responsibilities

• Greet persons entering the office, determine nature and purpose of visit, and direct/escort to destination. Open, read, and prepare answers to routine letters. Locate and attach appropriate files to incoming correspondence requiring replies. Take and distribute meeting minutes to appropriate individuals.
• Handle and distribute incoming and outgoing mail. Create and maintain computer- and paper-based filing and organization systems for records, reports, documents, etc. Transmit information or documents using a computer, mail, or facsimile machine.
• Prepare letters, memos, and other documents using word processing, spreadsheet, database, or presentation software. Enter and retrieve information contained in computer databases using a keyboard, mouse, or trackball to update records, files, reservations, and answer inquiries from guests.
• Operate standard office equipment other than computers such as telephone, typewriter, fax, photocopier, calculator, and electronic peripherals. Document and communicate all guest requests/complaints to appropriate personnel.
• Follow all company policies and procedures, ensure uniform and personal appearance are clean and professional, maintain confidentiality of proprietary information, and protect company assets. Develop and maintain positive working relationships with others, support team to reach common goals, and listen and respond appropriately to the concerns of other employees. Speak with others using clear and professional language, and answer telephones using appropriate etiquette. Welcome and acknowledge all guests according to company standards, anticipate and address guests’ service needs, assist individuals with disabilities, and thank guests with genuine appreciation. Move, lift, carry, push, pull, and place objects weighing less than or equal to 10 pounds without assistance. Perform other reasonable job duties as requested by Supervisors.

Requirements

• Greet persons entering the office, determine nature and purpose of visit, and direct/escort to destination.
• Open, read, and prepare answers to routine letters.
• Locate and attach appropriate files to incoming correspondence requiring replies.
• Take and distribute meeting minutes to appropriate individuals.
• Handle and distribute incoming and outgoing mail.
• Create and maintain computer- and paper-based filing and organization systems for records, reports, documents, etc.
• Transmit information or documents using a computer, mail, or facsimile machine.
• Prepare letters, memos, and other documents using word processing, spreadsheet, database, or presentation software.
• Enter and retrieve information contained in computer databases using a keyboard, mouse, or trackball to update records, files, reservations, and answer inquiries from guests.
• Operate standard office equipment other than computers such as telephone, typewriter, fax, photocopier, calculator, and electronic peripherals.
• Document and communicate all guest requests/complaints to appropriate personnel.
• Follow all company policies and procedures, ensure uniform and personal appearance are clean and professional, maintain confidentiality of proprietary information, and protect company assets.
• Develop and maintain positive working relationships with others, support team to reach common goals, and listen and respond appropriately to the concerns of other employees.
• Speak with others using clear and professional language, and answer telephones using appropriate etiquette.
• Welcome and acknowledge all guests according to company standards, anticipate and address guests’ service needs, assist individuals with disabilities, and thank guests with genuine appreciation.
• Move, lift, carry, push, pull, and place objects weighing less than or equal to 10 pounds without assistance.
• Perform other reasonable job duties as requested by Supervisors.

Skills

Required

• Strong organizational and filing skills
• Customer service skills
• Ability to maintain confidentiality
• Ability to work in a team