Administrative Assistant

Primary responsibility : To assist in execution of contests – This entails the person to inform winners, ensure that the gifts / prizes are available and organize the date and time when the winners would come to receive the gifts.

To receive various calls – The person is responsible for single-handedly managing various calls that are received at Radio Mirchi. These are a mix of business calls, calls requesting songs, any complaint via phone calls, calls asking for information about contests, program, program details and RJs.

To personally interact with outsiders – The person is responsible to take care of every visitor to the organization. These include the celebrities, the contest winners, clients, guests and any official visitors. The person is expected to accompany them to the person whom the visitor has come to meet. Also the person is expected to offer refreshments and give company in case the visitor is waiting.

Other responsibilities :

To manage a guest / celebrity – The person is responsible for dealing with the guest throughout the guest’s visit at Radio Mirchi. This includes firstly receiving them pleasantly, take them to the RJ in order to take the them on air, then arrange for the celebrity / guest’s snap, autograph and other details are taken and then have them meet the MD / COO / Station Head whoever is available. Lastly, they have to be given a token of love and appreciation from Radio Mirchi.

To manage contest winners – This entails the person to receive the contest winner and then check the details of the person with the details of the contest. Verify details and handover the gift. Lastly show them around the office and the studio.

Make presentations to visitors / guests on Radio Mirchi, its business activities etc

Arrange for all travel and accommodation of all visitors in hotels / guest houses

Organize / arrange for transport and refreshments to visitors / officials visiting the station

Maintaining ambience of the office : Neat, clean and hygienic office conditions which please and impress the visitors. Housekeeping should happen under her supervision and instructions.

Attendance : Maintenance of attendance, compilation of attendance for salary processing should be entrusted to the FIE.

Communication : Communication with team members specially on get togethers, team meetings etc.. FIE’s responsibility should be that of a hub centre among team members. Should maintain record of birthdays, anniversaries of team members and should voluntarily organize small get togethers to promote cohesiveness.

Messaging : Communication link between external and internal customers. Passing messages of clients and visitors to team members if they are not around.

Maintaining and distributing goodies stock : For important CIP’s / VIP’s, goodies should be provided by FIE specially, kids accompanying visitors, interview candidates, curious visitors etc.

Contest Management : FIE should look after contest management and prize inventory for the same. Ensuring that the contests are fair, and fulfillment happens. Generating contest reports for clients and getting their feedback on contests.

Visitors book : FIE should maintain a visitors book for all important visitors and get their remarks on the same.

Courtesy gestures : Undefined gestures like arranging a bouquet / pleasantries for a CIP / celeb or a renowned citizen of the city.

Assistance to accounts for data processing : FIE will be required to share some work with accounts in areas like attendance, leave cards etc.

Arranging for visas, forex & insurance for employees if and when traveling abroad.

Asset Management – A / cs, Fax Machines, Telephone, Printers etc and AMC of all fixed assets.

Printing - Business Cards, Envelopes, Letter Heads etc.

Handling petty cash of the office

Handling on boarding and exit formalities of employees

Seniority Level

Associate

Industry

Broadcast Media Production and Distribution

Consumer Services

Retail Apparel and Fashion

Employment Type

Full-time

Job Functions

Administrative

Skills

Employee Engagement

Office Administration

Vendor