Executive Assistant

Job Title: Executive Assistant (EA) to the Director
Department: Executive Office
Reporting To: Managing Director
Industry: Food & Beverage
Location: Kolkata
Employment Type: Full-Time

Salary upto 50K per month

Working Hours: 11:00 AM- 8:00 PM (Flexibility required based on business needs)
Weekly Off: Any one day between Monday and Thursday
(Friday, Saturday & Sunday are mandatory working days.)

About the Role
We are looking for a highly organized, proactive, and dependable Executive Assistant with a minimum of 3 years of experience supporting senior leadership. The ideal candidate will act as the right hand to the Managing Director, ensuring smooth day-to-day operations by managing schedules, communications, meetings, confidential information, and business coordination.

As we operate in the Food & Beverage industry, the candidate should be flexible with working hours and available to support business operations during weekends and peak business periods.

Key Responsibilities
Executive Support

• Manage the Managing Directors calendar, appointments, meetings, and travel schedules.
• Coordinate business meetings, prepare agendas, record minutes, and follow up on action items.
• Screen calls, emails, and correspondence, ensuring timely responses.
• Prioritize tasks and manage multiple assignments efficiently.
• Maintain complete confidentiality while handling sensitive business information.

Business Coordination

• Coordinate with internal departments to ensure timely execution of business priorities.
• Liaise with clients, vendors, consultants, and external stakeholders on behalf of the Director.
• Track project timelines and ensure timely follow-up on key deliverables.
• Prepare reports, presentations, and business documents for management meetings.

Administrative Responsibilities

• Organize travel arrangements, hotel bookings, and itineraries.
• Maintain important records, agreements, and confidential files.
• Draft professional emails, letters, and business correspondence.
• Ensure smooth day-to-day functioning of the Executive Office.

Reporting & Documentation

• Prepare MIS reports, meeting summaries, and presentations.
• Maintain trackers for projects, tasks, and follow-ups.
• Prepare management reports using Microsoft Excel and PowerPoint.

Office & Event Coordination

• Coordinate meetings, conferences, and business events.
• Support senior management during business reviews and special projects.
• Handle ad hoc assignments as directed by the Managing Director.

Desired Candidate Profile

• Graduate in any discipline
• Minimum 3 years of experience as an Executive Assistant supporting senior management.
• Excellent communication and interpersonal skills.
• Strong organizational and time-management abilities.
• Ability to work independently and handle multiple priorities.
• High level of professionalism, discretion, and confidentiality.
• Flexible to work beyond scheduled hours whenever business demands.

Required Skills

• Executive Calendar Management
• Travel & Meeting Coordination
• Executive Correspondence
• Business Communication
• MIS Reporting
• Microsoft Excel
• Microsoft PowerPoint
• Microsoft Word
• Google Workspace
• Documentation Management
• Follow-up & Coordination
• Vendor & Client Communication
• Presentation Preparation
• Time Management
• Confidentiality & Professionalism
• Multitasking

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