Executive Assistant

Job Description

Job Title: Executive Assistant to CEO/MD Location: Saket, Delhi Reports to: CEO/MD Job Overview: We are looking for an Executive Assistant (EA) to provide high-level administrative support to the Chief Executive Officer (CEO) or Managing Director (MD) . The ideal candidate will be organized, proactive, and able to handle multiple responsibilities, ensuring that the CEO/MD’s time is effectively managed. This is a crucial role that requires discretion, excellent communication skills, and the ability to anticipate the needs of the CEO/MD. Key Responsibilities: Executive Support : Manage and maintain the CEO/MD’s calendar, ensuring appointments, meetings, and travel arrangements are well-coordinated. Prioritize and manage incoming requests, providing solutions and delegating tasks as necessary. Screen and direct calls and emails, handling inquiries independently when possible. Organize and prepare materials for meetings, including presentations, reports, and other documents. Provide high-level administrative support, including drafting correspondence and managing confidential information. Meeting and Event Coordination : Schedule and coordinate meetings, both internal and external, ensuring that all relevant parties are informed and prepared. Arrange logistics for meetings, conferences, and events, including preparing agendas, taking meeting notes, and following up on action items. Ensure the CEO/MD is briefed and prepared for all meetings, including providing background information and relevant documentation. Communication Management : Act as a point of contact between the CEO/MD and other stakeholders, maintaining professional and effective communication. Handle sensitive and confidential information with discretion. Draft and send emails, letters, and reports on behalf of the CEO/MD, ensuring communication is clear and consistent. Travel Coordination : Plan and organize extensive domestic and international travel for the CEO/MD, including flight, hotel, and transportation bookings. Prepare itineraries, ensuring the CEO/MD’s schedule is optimized and all travel arrangements are seamless. Ensure travel documents (e.g., visas, tickets) are prepared in advance. Project Management and Task Coordination : Assist with the management of key projects, ensuring deadlines are met, and priorities are properly aligned. Track and follow up on pending tasks, ensuring all actions are completed in a timely manner. Provide support with research, data collection, and analysis for various strategic initiatives. Office Management : Ensure the CEO/MD’s office is organized, including managing office supplies, documents, and other materials. Handle confidential information, including financial documents, strategic plans, and personal matters, with the highest level of discretion. Manage office space and liaise with internal and external stakeholders regarding office operations. Liaison and Relationship Management : Build and maintain positive relationships with key stakeholders, both internally and externally. Act as a liaison to board members, senior executives, clients, and external partners. Maintain records of key contacts and ensure follow-up communication is managed effectively. Problem Solving & Decision Making : Anticipate potential challenges and proactively develop solutions to keep operations running smoothly. Exercise judgment in the CEO/MD’s absence to make decisions or address urgent matters. Required Qualifications: Education : Bachelor’s degree in Business Administration, Management, or related field. Experience : Minimum of 6 years of experience in a similar role, providing executive-level support, preferably in a corporate setting. Technical Skills : Proficiency in Microsoft Office Suite (Word, Excel, PowerPoint, Outlook) and other office management tools. Communication : Excellent written and verbal communication skills; ability to communicate effectively with senior leadership, external stakeholders, and clients. Organizational Skills : Exceptional organizational and time-management skills, with the ability to handle multiple tasks and prioritize effectively. Confidentiality : Ability to manage sensitive and confidential information with discretion and integrity. Problem-Solving : Strong analytical skills and proactive problem-solving abilities. Attention to Detail : Meticulous attention to detail in all tasks, from scheduling to document preparation. Preferred Qualifications: Experience working with senior leadership or executive teams in large organizations. Familiarity with project management tools and scheduling software. Knowledge of business operations, industry practices, and corporate culture. Advanced certifications in office management, business administration, or project management. Key Competencies: Proactivity : Ability to anticipate needs and take action without direct supervision. Discretion : Handling confidential and sensitive information with the utmost respect and care. Communication : Strong interpersonal and written communication skills to represent the CEO/MD effectively. Adaptability : Comfortable in a fast-paced, dynamic work environment, with the flexibility to adapt to changing priorities. Team Collaboration : Able to work independently and as part of a team, collaborating with other departments to ensure the CEO/MD’s needs are met. Job Type: Full-time Pay: ₹500,000.00 - ₹600,000.00 per year Schedule: Day shift Morning shift Supplemental Pay: Yearly bonus Education: Bachelor's (Preferred) Language: English (Required) Work Location: In person