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  • Looking for EA Executive for the construction industry for Chandigarh location

Posted on -May 27, 2021

Designation – Executive Assistant/EA

Location  –  Chandigarh

Work Experience

Should have 3-5 years of experience as an assistant or secretary to the MD of a company. (but

here we do not need a conventional E.A. we technically need one like Anna Hathaway in the

movie – The Devil Wears Prada.)Having said that it is usually very difficult to find one like her,

so we will find one as close to her as possible or will train her to be like that.

At times an office coordinator is also good, but who has steady experience in admin,

coordinating.

Educational Qualification

Should have graduated from a secretarial college.

Skill Set Required

EXCELLENT FOLLOW UP SKILLS Most important requirement. Do not hire without this skill.

All other skills we can train her into. Follow up skills she should have.

Should have working knowledge of MS OFFICE especially EXCEL & Word.

Good command over English.

Shorthand

Salary

Anywhere between Rs 15,000/- to 35.000/

Others

Married, preferably with kids.

Staying 45 mins travelling time from your office

Not good looking

There should be job stability, not someone who has been jumping jobs often.

Should be honest.

Should be open to doing personal tasks of boss

INDUCTION OF THE E.A.

Explain organization chart, roles and responsibilities of each team member.

List all regular tasks you have and delegate to her in phased manner. Explain to her that this

will include your personal tasks also and align her for it.

Have her Outlook / Gmail configured with your primary email, she has to study your incoming

mail and the responses you send out. She has to take over e-mailing in 15-30 days. Create a

new e-mail id for yourself which will be with very limited people who will mail only in case of

emergency. This can be configured on your phone.

Explain the responses she has to give when you forward calls to her.

a. Train all your contacts to give tasks directly to E.A. saying that in any case you

are going to ask her to do it. So it will be done more powerfully if she will do it,

as she will follow up for all aspects.

b. For your clients – request them if you can have your EA to follow up with them.

(usually we have a mindset that they will not like it, but first let us try, it will take

a big load off us)

Assign one runner boy to her who will do normal office work and all her/your work.

Align team with secretary meeting:-

• Call your entire team (with whom you interact). Introduce her as your secretary.

• Explain that she has no personal accountability like sales, operations, finance etc.

She is just your voice

• Establish a context for a secretary. That you are getting busy with expansion,

suystems etc (which was established in the half day workshop). That she is just

your voice i.e. she is going to do whatever you tell her to do. She has no other job.

• It is a humble request from your side, with folded hands that they all cooperate

with her for all the tasks she gives to them. She is just asking the staff to do

something because you have asked her to do it. She has no vested interest and it

doesn’t help her personally. She will give the team tasks on your behalf and

follow up on your behalf .If she says something it is you saying so and treat it like

that.

• Share that initially there might be resistance as they were used to getting tasks

from you know who is this new person.

• Establish very strongly that they are seniors but she is your voice. Please

support her.

Every day after your 8 to 9am thinking and planning you will give her the list of tasks she has

to give out to everyone in the company on your behalf.

c. While delegating she has to take a commitment by when the task will be finished

(time and date).

Her script should be:-“Sir has requested you to do this………… He has also asked by when this will get completed.

What date and time should I commit on your behalf?”

She then has to enter this is in Delegation Sheet and follow up on the committed date and time.

For follow up her script should be:-

“Sir you had committed that this task…..will be finished by now, Mr. MD is asking if the task is

completed.” If the task is not done- “Ok Sir, by what time should I tell Mr. MD that the job will

be done.”

Everything she says, she has to include your name and ask you on your behalf.

If at any time any employee is acting smart ask your E.A to report to you and call him to your

cabin alone without the E.A, explain to him that what the EA says is important and you want

answers and not her and she is just your voice.

You can do this face to face or on the phone.

Seniors always resist initially but gradually this they accept her.

Give her all your research work on the net. Have her learn Google search effectively.

Ask her to research, take print outs of all material and then you shortlist what has to be

detailed and she will do established research on those sub topics on websites.

In next 2 months you have to handover everything you do to her and she does everything

except thinking and decision making.

All your personal tasks or things you have to do also have to be done or coordinated by her. Eg.

booking movie tickets, getting dinner booked, getting house repair work done, etc ANYTHING

that you have to do now she will do or get done.

The key is you have to now stop DOING and start GETTING THINGS DONE

#executiveassistant #EA #constructionindustry #chandigarhjobs #jobsinchandigarh

 If interested can forward your updated resumes on hr5@tasolutions.in and can directly contact us on 9056679449 also can provide our reference to your friends and colleagues

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