Executive Assistant to Managing Director

Job Title: Executive Assistant to the CEO & MD

Location: Mumbai Reporting: CEO & MD

About the Organization

The Galiakotwala Engineering Division is a part of the Galiakotwala Group of Companies. Founded in 1923 as a small hardware trading firm, the Galiakotwala Group has enjoyed a long and reputed history spanning three generations. Today, the group has interests in businesses as diversified as cotton trading, industrial and decorative paints, steel packaging containers, chemical plant equipment, distribution of electronics and property development. The group has engaged in significant international deals and forged collaborations with partners in over 20 countries worldwide. We are extremely proud to have an average employee tenure of 10+ years in our organization.

Role Purpose

 To Complete a broad variety of administrative tasks that facilitate the CEO's & MD’s ability to effectively lead the organization, including: assisting with special projects; documentation; correspondence; preparing reports, and presentations; preparing Agenda & Minutes of meetings with staff and outside parties and prepare itinerary for travel.

 To be the supportive force to CEO & MD, while maintaining confidences.

 Ultimately, contribute to the efficiency of business by providing personalized and timely support to CEO & MD Responsibility

 Reporting directly to the CEO & MD, the Executive Assistant provides executive support in a one-on-one working relationship. The Executive Assistant serves as the primary point of contact for internal and external stakeholders on all matters pertaining to the Office of the CEO & MD.

 To Complete a broad variety of administrative tasks for the CEO & MD including: managing an extremely active calendar of appointments; completing expense reports;

 Composing and preparing correspondence that is sometimes confidential; arranging complex and detailed travel plans, itineraries, and agendas; and compiling documents for travel-related meetings.

 Plans, coordinates and ensures the CEO's & MD’s schedule is followed and respected. Provides "gatekeeper" and "gateway" role, creating win- win situations for direct access to the CEO's & MD’s time and office.

 Communicates directly, and on behalf of the CEO and MD, with Internal & External Stakeholders and others, on matters related to CEO's & MD’s programmatic initiatives.

 Researches, prioritizes, and follows up on incoming issues and concerns addressed to the CEO & MD, including those of a sensitive or confidential nature. Determines appropriate course of action, referral, or response.

 Provides a bridge for smooth communication between the CEO's & MD’s office and internal departments; demonstrating leadership to maintain credibility, trust and support with senior management staff.

 Works closely and effectively with the CEO & MD to keep him/them well informed of upcoming commitments and responsibilities, following up appropriately. Acts as a "barometer," having a sense for the issues taking place in the environment and keeping the CEO & MD updated.

 Provides leadership to build relationships crucial to the success of the organization, and manages a variety of special projects for the CEO & MD, some of which may have organizational impact.

 Prioritizes conflicting needs; handles matters expeditiously, proactively, and follows-through on projects to successful completion, often with deadline pressures.

 You will have access to confidential information, requiring absolute discretion at all times. Any other duties appropriate to the post.

Skills Required

 Should have the ability to work independently on projects, from conception to completion, and must be able to work under pressure at times to handle a wide variety of activities and confidential matters with discretion.

 Strong organizational skills that reflect ability to perform and prioritize multiple tasks seamlessly with excellent attention to detail

 Very strong interpersonal skills and the ability to build relationships with stakeholders, including staff, board members, external partners and Clients.

 Time management and planning skills.

 Strong communication skills (in person, on the phone, and in email).

 Proficiency in English (Knowledge of additional foreign language will be an advantage).

 Proficient in Microsoft Office (Outlook, Word, Excel, and Power Point), Adobe Acrobat, and Social Media web platforms.

 Knowledge of SAP ERP software.

 Willing to travel if required.

Experience Required

 4+ years preferred

 Preferably Graduate with any specialization.

 Admin, Secretarial or Personal assistant course will be an advantage.

 Smart and Energetic, Very Good English and Communication Skills.

 Multitasking and Hard Working.

 The ideal individual will have the ability to exercise good judgment in a variety of situations, with strong written and verbal communication, administrative and organizational skills, and the ability to maintain a realistic balance among multiple priorities.

Job Type: Full-time

Pay: ₹500,000.00 - ₹900,000.00 per year

Benefits:

• Commuter assistance
• Flexible schedule
• Food provided
• Health insurance
• Leave encashment
• Provident Fund

Work Location: In person