Executive Assistant
Reporting Line: Reports to the Director
Location: Kandivali (West), Mumbai
Company Payroll: Creative Newtech
Job Description:
The Executive Assistant will be responsible for providing high-level administrative support to the Director, ensuring smooth and efficient functioning of the Director's office and contributing to the overall effectiveness of the organization. The ideal candidate will possess excellent organizational skills, attention to detail, and the ability to handle confidential information with discretion.
Key Responsibilities:
1. Calendar Management:
- Maintain the Director's calendar, schedule appointments, meetings, and conferences.
- Coordinate with internal and external stakeholders to arrange meetings and manage conflicting priorities.
2. Communication:
- Handle incoming calls, emails, and other correspondence on behalf of the Director.
- Draft responses, prioritize messages, and ensure timely follow-up on important matters.
3. Travel Arrangements:
- Organize travel itineraries, book flights, hotels, rental cars, and other transportation as required.
- Prepare travel documents and ensure compliance with travel policies and guidelines.
4. Meeting Support:
- Assist in preparing agendas, taking minutes, and distributing meeting materials.
- Set up conference calls, video conferences, or other virtual meetings as needed.
5. Document Management:
- Manage documents, reports, presentations, and other materials relevant to the Director's work.
- Format documents, proofread content, and maintain organized filing systems.
6. Administrative Support:
- Provide general administrative support such as filing, photocopying, scanning, and data entry.
- Process expenses, maintain office supplies, and handle other administrative tasks as required.
7. Project Coordination:
- Assist in coordinating special projects or initiatives as assigned by the Director.
- Track project deadlines, liaise with team members, and ensure timely completion of tasks.
8. Confidentiality:
- Maintain strict confidentiality and discretion when handling sensitive information or dealing with confidential matters.
Qualifications and Skills:
- Bachelor's degree in Business Administration, Management, or related field preferred.
- Proven experience as an Executive Assistant or similar role, preferably supporting senior executives.
- Excellent communication skills, both written and verbal.
- Strong organizational and time management abilities.
- Proficient in MS Office suite (Word, Excel, PowerPoint, Outlook).
- Ability to multitask, prioritize tasks, and work effectively under pressure.
- High level of professionalism and integrity.
- Attention to detail and accuracy in work.
Note: The responsibilities and duties outlined in this job description are not exhaustive and may be subject to change as per the requirements of the organization.
Email - ganeshbahadur.thapa@white-force.in
MOB -7415074707