Executive Assistant

Company Description

Stellaratti Brand Consultants is a boutique agency based in Mumbai, specializing in integrated communications for hospitality and lifestyle brands. Our diverse team of professionals is dedicated to giving our clients the competitive edge they desire.

Role Description

This is a full-time hybrid role for an Executive Assistant at Stellaratti Brand Consultants based in - Mumbai. The Executive Assistant will be responsible for providing executive support, handling expense reports, coordinating invoices and agreements, managing communications, and providing administrative assistance. This role is primarily based in Mumbai with flexibility for remote work. This role requires a highly organized, proactive, and resourceful individual who can manage a diverse set of responsibilities, ranging from administrative tasks to strategic support. The EA will work closely with the Founder, acting as a trusted partner in managing day-to-day operations, communications, and special projects.

Qualifications

• Executive Administrative Assistance, Executive Support, and Administrative Assistance skills
• Experience in handling expense reports
• Strong communication skills
• Ability to work independently and remotely. Also should be able to travel to attend meetings
• Excellent organizational and time management skills
• Proficiency in Microsoft Office suite
• Experience with the hospitality or luxury brand industry is a plus
• Bachelor's degree in Business Administration or related field preferred
• Ability to handle sensitive information with confidentiality and discretion
• Strong problem-solving abilities and a proactive approach to work

Key Responsibilities:

• Invoice Management & Payments

  :
• Oversee the processing and management of invoices and agreements.
• Follow up on outstanding payments, ensuring timely receipt from clients and vendors.
• Coordinate with the finance department to resolve any discrepancies in invoicing or payments.
• Maintain accurate records of all financial transactions and agreements.

• Administrative Support

  :
• Manage and coordinate the Founder’s travel arrangements, including booking flights, accommodation, and transportation.
• Handle all administrative tasks, such as managing the Founder’s calendar, scheduling meetings, and organizing events.
• Prepare and process expense reports and reimbursements for the Founder.

• Meeting Support

  :
• Attend meetings with or on behalf of the Founder, taking detailed notes and ensuring action items are followed up on.
• Prepare meeting agendas, presentations, and materials as required.
• Communicate key outcomes and deliverables from meetings to relevant stakeholders.

• Schedule & Time Management

  :
• Manage the Founder’s daily schedule, prioritizing and coordinating appointments, meetings, and events.
• Ensure that the Founder is well-prepared for all meetings, providing necessary briefings and materials in advance.
• Act as a gatekeeper, ensuring that the Founder’s time is used efficiently and effectively.

• Communications

  :
• Draft, proofread, and manage correspondence, emails, and other communications on behalf of the Founder.
• Liaise with internal and external stakeholders, including clients, vendors, and team members, on behalf of the Founder.
• Maintain confidentiality and handle sensitive information with the utmost discretion.

• Project Management

  :
• Assist the Founder in managing special projects, ensuring that deadlines are met and objectives are achieved.
• Coordinate with various departments to gather information, track progress, and report on project status.
• Provide research support and data analysis as needed for decision-making.

• Team Management

  :
• Oversee the smooth running of the team, booking meeting rooms, flights, etc. as and when required
• Manage any ad-hoc tasks or projects that arise, providing flexible and responsive support as needed.