Executive Assistant

Job Summary

We are looking for a highly organised, proactive, and detail-oriented Executive Assistant to provide administrative and executive support to the Promoter. The role requires excellent communication, coordination, time-management, and follow-up skills, along with the ability to handle confidential information and manage multiple priorities in a fast-paced business environment.

Job Location- Chember

Key Responsibilities

• Calendar & Schedule Management: Manage the Promoters daily calendar, schedule meetings, coordinate appointments, and ensure effective utilisation of time.
• Meeting Coordination: Arrange internal and external meetings, coordinate with senior management and stakeholders, and ensure meeting logistics are handled efficiently.
• Email & Communication Management: Handle correspondence, draft emails, prepare responses, and ensure timely follow-ups on important matters.
• Travel Arrangements: Coordinate domestic and international travel, including flight bookings, hotel reservations, transportation, and itineraries.
• The role will involve frequent travel with the Promoter for business meetings, site visits, and other official engagements, as required.
• Follow-ups & Action Tracking: Track pending tasks, decisions, approvals, and commitments made during meetings, ensuring timely closure with the concerned departments.
• Cross-Functional Coordination: Liaise with department heads, internal teams, external consultants, vendors, and other stakeholders on behalf of the Promoter.
• Documentation & Reporting: Prepare presentations, meeting agendas, minutes of meetings, reports, and other business-related documents as required.
• Administrative Support: Manage expenses, reimbursements, document management, filing, and other administrative requirements of the Promoters office.
• Confidentiality & Discretion: Handle sensitive business information, documents, and communications with the highest level of confidentiality.
• Priority Management: Anticipate requirements, manage urgent assignments, and ensure critical matters receive timely attention.
• Event & Visitor Coordination: Coordinate business meetings, appointments, and visitor arrangements, ensuring a professional experience.
• Special Projects: Assist the Promoter with ad hoc assignments, research, presentations, and special projects as required.

Required Qualifications & Skills

• Graduate in any discipline; a degree in Business Administration or a related field will be preferred.
• 2-5 years of experience as an Executive Assistant, Personal Assistant, or in a similar executive support role.
• Excellent verbal and written communication skills.
• Strong organisational, coordination, and follow-up abilities.
• Proficiency in MS Office, particularly Outlook, Excel, Word, and PowerPoint.
• Strong attention to detail and the ability to manage multiple tasks simultaneously.
• Professional demeanour with strong interpersonal and stakeholder-management skills.
• Ability to handle confidential information with discretion.
• Strong problem-solving skills, initiative, and a proactive approach to work.
• Flexibility to manage changing priorities and time-sensitive assignments.