Executive Assistant

Open Position: Executive Assistant to Director

Location: Malad (West), Mumbai

Experience: 1 to 3 Years

Qualification: Any Graduate

Industry: IT/Software

We are hiring only Mumbai Western Line based location candidates for the Position.

Overview

Key Responsibilities

• Administrative Support:
• Manage and organize calendars, including scheduling appointments, meetings, and travel arrangements for executives.
• Handle correspondence, including drafting emails and letters, managing incoming mail, and ensuring timely responses.
• Calendar Management of Director:
• Proactively manage the Directors calendar, balancing strategic priorities and urgent tasks, while ensuring optimal allocation of their time.
• Coordinate with other departments and external stakeholders to schedule meetings, events, and conferences, ensuring seamless integration into the Director's schedule.
• Anticipate and resolve scheduling conflicts, and provide reminders for upcoming commitments.
• Communication Management:
• Act as the first point of contact for internal and external stakeholders on matters about the executive team.
• Coordinate and facilitate communication between departments and external parties, ensuring clarity and efficiency.
• Meeting and Event Coordination:
• Organize and prepare for meetings, including setting agendas, preparing materials, and ensuring technology setup for virtual meetings.
• Take minutes during meetings and follow up on action items.
• Project Management:
• Assist in managing projects, coordinating with different teams, and ensuring project deadlines are met.
• Provide support in project-related research and presentation preparation.
• Document Management and Reporting:
• Prepare and edit documents such as reports, memos, and presentations.
• Maintain a filing system for sensitive and confidential company documents.
• Financial Management:
• Assist with expense reporting and budget tracking for the executive team.
• Handle invoicing and liaise with the finance department for approvals and processing.
  

Qualifications And Skills

• Proven experience as an executive assistant or similar administrative role.
• Excellent written and verbal communication skills.
• Strong organizational and time management skills, with a proven ability to prioritize and handle multiple tasks.
• Proficiency in Microsoft Office Suite and familiarity with other business tools and software.
• Discretion and confidentiality are imperative.