Executive Assistant

Introduction to All Wave

All Wave AV Systems Pvt. Ltd., headquartered in Mumbai, stands as a leader in delivering advanced audio-visual (AV) solutions to corporations, educational institutions, government, and the hospitality sector across India and internationally. With over 25 years of expertise, All Wave specializes in AV system design, supply, installation, and ongoing maintenance, serving many top Indian and multinational clients. The company is recognized for its grounded approach, high-quality installations, loyal clientele, and consistent innovation to create flexible, connected workplaces.

About PSNI Global Alliance

PSNI Global Alliance is an elite international network comprised of the world’s top AV and unified communications integrators, manufacturers, and service providers. With over 200 licensed offices across six continents, PSNI assures standardized, high-quality technology deployments and exceptional service. All Wave’s membership in PSNI testifies to its global capabilities and dedication to excellence in the AV industry.

Role Objective

Provide high-level administrative and operational support to All Wave’s executive leadership. Champion efficiency, confidentiality, and professionalism, supporting internal stakeholders and external partners and streamlining diverse business and personal functions.

Key Responsibilities

1. Administrative & Executive Support

• Serve as the primary point of contact between executives, staff, clients, and external partners.
• Manage executives’ calendars; coordinate meetings, appointments, and events, including virtual meetings on MS Teams.
• Handle all correspondence (email, phone, messaging, and letters), meeting scheduling, agenda preparation, presentations, and confidential documentation.
• Organize and maintain both physical and digital filing systems.
• Prepare and proofread reports, letters, memos, and communications.
• Support onboarding and orientation of new team members.
• Take minutes of board meetings and liaise with board members.

Specialized Operational Support

• Collate Reports & System Champion:

  Collect, analyze, and summarize reports from systems like Zoho and JIRA; act as a champion for efficient use and troubleshooting of these tools.

• Sales Incentives & CRM Management:

  Calculate sales incentives and maintain up-to-date CRM entries; provide clear target achievement updates (daily, weekly, monthly, quarterly, annually) in simple formats.

• Financial Administration:

  Reconcile credit card statements, track and optimize reward/airline points, and ensure robust monitoring of company spending with recommendations for cost optimization.

• Investment & Asset Management:

  Support executive and company investment activities (including work with partners like VIVRO); conduct interest calculations, research real estate opportunities for company/personal use, and manage related documentation and broker outreach.

• Vendor & Partnership Management:

  Write to new potential OEMs for business partnerships, assist with billing, and conduct fact-finding for new products.

• Business Barter & Collaboration:

  Research and explore barter opportunities with organizations across India.

• Odd Task Handling:

  Demonstrate flexibility by managing ad-hoc executive requests and miscellaneous company needs.

People, Culture & Corporate Initiatives

• Oversee corporate gifting, uniform procurement/distribution, and other staff welfare initiatives.
• Assist with planning and executing CSR activities, including event management (venue, scheduling, logistics) and liaising with PR teams for event promotions.
• Support Kuldip’s social media presence—drafting posts, scheduling content, and enhancing digital visibility.

Personal Support to Leadership

• Manage travel arrangements, tickets, and accommodations for executives and their family members, ensuring seamless, cost-effective solutions.

Core Skills & Qualifications

• Experience as an Executive Assistant, Personal Assistant, or similar role.
• Strong proficiency in MS Office Suite, digital productivity tools, and business systems (e.g., Zoho, JIRA).
• Excellent communication—verbal and written.
• Stellar organizational and time management skills, with great attention to detail.
• Ability to handle confidential information with discretion.
• Proactive, resourceful, and capable of working independently.
• Bachelor’s degree preferred; related certifications are a plus.

Working at All Wave

Join a technology-driven, people-first culture that values innovation, communication, and collaboration in AV integration. As an Executive Assistant at All Wave – recognized by the PSNI Global Alliance – you’ll help shape the workplace experience for India’s leading organizations and support a forward-thinking, trusted industry player.

• This comprehensive job description outlines the Executive Assistant’s multifaceted, high-impact role at All Wave AV Systems Pvt. Ltd., emphasizing responsibility, innovation, and an opportunity to contribute meaningfully to the firm's success and culture.