ఎగ్జిక్యూటివ్ అసిస్టెంట్

గ్రాడ్యుయేట్, అంత కంటే ఎక్కువ

Females Only

09:00 AM - 06:00 PM | 6 days working

Executive Assistant (EA) - Hiring Job Description, Training Program, Responsibilities, and Interview Questions Position Title: Executive Assistant (EA) to the Managing Director (MD) 1. Job Description for Hiring Work Experience:  ● 3-5 years as an assistant or secretary to the MD or senior executive of a company. ● Preference for candidates who are adaptable and resourceful, similar to the character in The Devil Wears Prada. ● Admin coordinators with steady experience may also apply. Educational Qualification: ● Graduate from a secretarial college or equivalent. Key Skill Set: ● Excellent follow-up skills: Mandatory. ● Proficiency in MS Office, especially Excel and Word. ● Strong command of English (spoken and written). ● Familiarity with tools like Todoist for task management. ● Shorthand knowledge (advantageous). ● Exceptional multitasking and organizational skills. Salary Range: ● ₹15,000 - ₹35,000 per month, based on experience and suitability. Additional Requirements: ● Married, preferably with children. ● Resides within 45 minutes of the office. ● Stable work history, with no frequent job changes. ● Honest, reliable, and ready to handle personal tasks. ● Adaptability and problem-solving: Must quickly learn and handle new challenges. ● Time management: Capable of effective multitasking and meeting deadlines. ● Confidentiality: Discreetly handle sensitive information. ● Reporting: Regular updates on task status and pending work. Tasks and Responsibilities for the Role: ● Scheduling and calendar management for the MD. ● Handling phone calls, emails, and correspondence. ● Managing accountability sheets, delegation sheets, and follow-ups. ● Coordinating meetings (executive and operational), preparing agendas, and taking minutes. ● Managing leave applications, accident reports, and employee/vendor records. ● Tracking sales data, customer records, and enquiry capture. ● Ensuring timely reporting and updates to the MD. 2. Training Program for EA Objective: To equip the EA with the necessary tools, skills, and understanding to perform efficiently in the role. Training Modules: 1. Orientation: ● Introduction to company structure, culture, and expectations.● Overview of the MD’s working style and priorities. 2. Tool Training: ● Hands-on training for Todoist for task management and prioritization. ● Advanced usage of MS Office (Excel, Word, PowerPoint). ● Familiarization with Google Workspace (Drive, Docs, Sheets, Calendar, Gmail). ● Use of OneNote for note-taking and organization. 3. Documentation and Reporting: ● Training on FCD (Follow-up, Coordination, and Documentation). ● Preparing accountability sheets and delegation sheets (DCP). ● Practice drafting emails, creating reports, and managing databases. 4. Time Management and Organization: ● Techniques for batching tasks and full kitting to improve efficiency. ● Applying frameworks like CARMA (Create, Align, Roll Out, Measure, Accountability) and NRSD (Need, Responsibility, Solution, Deliverable). 5. Methodologies and Business Understanding: ● Overview of the 12-Week Year and the 80/20 Rule. ● Introduction to TOC (Theory of Constraints). ● Understanding global vs. local optima in operations. 6. Soft Skills Development: ● Communication and customer handling. ● Note-taking techniques and creating minutes of meetings. ● Managing confidentiality and sensitive information. 7. Additional Resources: ● Watching The Devil Wears Prada and The Intern for inspiration and adaptability. ● Reading The Goal for understanding business optimization. ● Enrolling in relevant Udemy courses for EAs. 8. Feedback and Support: ● Weekly check-ins with MD for feedback and guidance. ● Progress reviews based on task completion and follow-up efficiency. 3. Comprehensive List of Responsibilities ● Scheduling and Planning: ● Maintain and update calendars for meetings, appointments, and events. ● Organize agenda meetings and provide reminders. ● Task Management: ● Quick capture of ideas, tasks, and meeting notes. ● Maintain accountability sheets for delegated tasks and follow up on deadlines. ● Use delegation and correction sheets (DCP). ● Documentation and Reporting: ● FCD: Follow-up, coordination, and documentation of tasks. ● Prepare executive and operational meeting (EM & OM) reports. ● Manage employee records, customer and vendor databases, and sales/inquiry data. ● Communication: ● Handle phone calls, call forwarding, and email correspondence. ● Draft introductory messages for old and new clients. ● Ensure prompt communication with internal and external stakeholders. ● Administrative Support:● Manage leave applications and accident reports. ● Maintain a "Monday file" for weekly updates and priorities. ● Create and manage checklists for recurring tasks. ● Project and Resource Management: ● Implement batching techniques for task efficiency. ● Utilize tools like Todoist and One Note for task tracking. ● Ensure full kitting for projects to avoid delays. ● Customer and Vendor Management: ● Manage enquiry capture systems. ● Maintain customer and vendor databases and ensure regular updates. 4. Interview Questions for EA Candidates Evaluation Areas: ● Background Feel ● Honesty/Integrity ● Skill Set Questions Background Feel General Information: ● What year and where were you born? Education: ● Schools: Which school(s) did you attend until 12th grade? ● College: Which college did you attend and where? ● Activities: What co-curricular activities were you involved in? Career Timeline: ● What did you do after college? Track timelines and note any employment gaps, asking about what she was doing during those periods. Employment History: ● First Job: What was your first job? ● Transitions: When and why did you leave each job? Continue until her most recent job. Job-Related Information: ● Job Roles and Deliverables: What were your job responsibilities in detail? What were the deliverables for each position? ● Challenges and Solutions: What challenges did you face in your roles? How did you manage them? ● Best Job: Which was the best job you had and why? Family Background: ● Immediate Family: What do your father, mother, brother, and sister do? ● Spouse’s Family: What does your husband do? What about his parents? ● Children (If Applicable): Do you have children? Who will care for them while you’re working? If they fall sick, how will you manage work? Honesty/Integrity Reference Check:● Gather Information: Obtain details of her last 2 companies, including the company name, supervisor’s name, designation, and landline number. ● Contact References: Always use the company’s landline, never a mobile number, to verify the supervisor and set up a reference call. Reference Check Questions: ● Performance and Traits: What were her strengths and weaknesses? ● Work Habits: Did she manage tasks well? How was her follow-up and responsibility? ● Employment Reasons: Why did she leave? Discount any negative feedback stemming from bad blood, focusing on specific facts. Skill Set Questions Work Experience and Responsibilities: ● What skills have you developed over the last 2-3 jobs? ● What were the main and secondary responsibilities in your last jobs? Task Management: ● How do you maintain and transfer a growing follow-up list from day to day? ● What challenges did you face in task tracking, and how did you overcome them? Interpersonal Skills: ● How do you deal with tough employees or ego issues during follow-ups? Problem-Solving: ● Ask how she would handle challenges in your company, relating to employees or tasks. Technical Skills: ● Excel Proficiency: Which Excel functions are you proficient in (e.g., Pivot Tables, V LOOKUP)? Test with exercises. ● Google Search: Assign search tasks to gauge her skill. ● Written English: Give dictation or ask for an official letter draft. 5. Personal Tasks Inform her that she will also be expected to manage some of your personal tasks. 6. Key Traits Focus on integrity, follow-up skills, and ability to get tasks done. Other skills can be trained