Executive Assistant

Job Description

We are seeking a passionate, detail oriented Executive Assistant to support the daily tasks for our company. This role involves managing assistance in tender documentation, communicating and negotiating with vendors, handling email correspondence, and assisting in day-to-day operational communication. The ideal candidate should have strong verbal and written communication skills, with the ability to take dictation, draft professional emails, be proficient in MS Office tools, manage basic hardware tasks like printing documents and maintain a clean, efficient workflow. Key Responsibilities: Coordinate with vendors to collect quotations, negotiate pricing, and finalize offers. Maintain and update tender files in Excel accurately and in a timely manner. Assist the director in efficiently filing tenders on MS Excel. Organize and manage the Director’s email inbox – clean, flag, prioritize, and respond where appropriate. Ability to understand needs and draft and send emails based on verbal inputs or dictation from the Director. Follow up on queries sent to vendors or clients, ensuring timely responses. Report important or urgent emails and calls to the Director without delay. Ensure professional phone etiquette when dealing with vendors, partners, or internal teams. Handling basic reception duties including recieving client calls, receiving guests, etc. Maintain confidentiality and discretion in all business matters. Keep a calendar of submission deadlines, reminders, and action items. Qualifications: Minimum 1 year of experience in an assistant, coordination, or vendor-facing role preferred. Strong command over written and spoken English & Hindi. Proficiency in Microsoft Excel, Word, video calling tools like Zoom and Google Meet and email platforms (e.g., Outlook, Gmail). Ability to multi-task, prioritize, and work independently. Good listening skills and ability to accurately take notes or dictation. Ability to take initiative to improve redundant processes. Preferred Skills: Prior experience with tenders, procurement, or vendor coordination. Ability to draft clear and professional emails. High level of reliability and integrity. Comfortable working in a small team environment.