Executive Assistant

*Actively inviting applications from women professionals and those returning from a career break

A key support role for senior management, focused on optimizing schedules, streamlining administrative tasks, ensuring smooth business coordination and communication.

Role Purpose:

To maximize the time efficiency of the Directors by managing their schedules and handling essential administrative tasks. This position ensures smooth office functioning by coordinating executive calendars, managing internal and external communications, and keeping routine business workflows organized.

What You Will Work On:

• Managing calendars, scheduling appointments, and organizing virtual or physical meetings
• Preparing, formatting, and proofreading correspondence, reports, agendas, memos, and presentations.
• Managing the official mailbox by flagging critical emails and responding to clients under instructions.
• Attending meetings to record minutes, tracking action items, and following up internally on workflows.
• Coordinating comprehensive travel desk arrangements and itineraries for key stakeholders.
• Maintaining filing systems, setting reminders, and handling confidential data
• Handling basic accounting, payments, invoices, expenses, bank statements, and petty cash management.
• Executing special projects, administrative tasks, and assignments as directed by leadership.
• Serving as the single point of contact (SPOC) for mandated clients to resolve queries and track milestones.
• Monitoring progress on client accounts and providing regular business updates via calls, emails, and status reports.
• Preparing meeting documents, company profiles, business propositions, and draft mandates.
• Maintaining project trackers, live-lead lists, dashboards, and client satisfaction surveys.
• Managing front-desk, office infrastructure maintenance, and equipment service contracts
• Supervising housekeeping staff, managing office supplies, and ensuring overall office upkeep.
• Overseeing vendor relationships, maintaining supplier databases, negotiating rates, and processing purchase orders.
• Assisting with registrations, incorporation formalities, and statutory licensing, for in-house and client requirements
• Coordinating employee engagement initiatives, internal celebrations, milestones, and festive gifting.

Ideal Candidate Profile:

• Proficiency in organizing calendar schedules, travel plans, meetings and business itineraries
• Competence in drafting business text, preparing client presentations, and utilizing Microsoft Office tools like Word, Excel, and PowerPoint, with exposure to AI tools for workflow efficiency
• Exceptional tracking capabilities to follow up on action items with team-leaders and collate data dashboards seamlessly.
• Hands-on experience managing vendor accounts, basic invoicing, petty cash, routine banking tasks, payments and compliances

Education & Experience:

• Convent-educated Graduate or Postgraduate in any stream.
• Relevant experience of 7 to 10 years preferred

Apply in confidence via the Naukri portal or share an updated CV at [email protected]