Executive Assistant

4 weeks ago

Chennai, India KP Manish Global Ingredients Pvt. Ltd. Full time

Job Title: Executive Assistant / Personal Assistant to Director and CEO

Location: [Chennai]

Reports To: Director and CEO


Job Summary:


The Executive Assistant will provide high-level administrative support to the Director and CEO, managing schedules, communications, and organizational priorities to ensure efficient operation of their offices. This role requires strong organizational skills, discretion, attention to detail, and the ability to manage multiple tasks proactively.


Key Responsibilities:


1. Calendar Management:

• Maintain and organize the Director’s and CEO’s calendars, scheduling meetings, appointments, and events, and coordinating with internal and external stakeholders.

• Prepare daily agendas, ensuring the executives are briefed on their day’s meetings and priorities.

2. Communication Management:

• Serve as the primary point of contact between the executives and internal/external parties.

• Screen and prioritize emails, calls, and correspondence, responding on behalf of the executives when necessary.

• Draft, review, and edit documents and presentations for accuracy and clarity.

3. Meeting Coordination:

• Arrange and coordinate meetings, including preparing agendas, materials, and minutes, as well as follow-up on action items.

• Support preparation for presentations, board meetings, and other events.

4. Travel Arrangements:

• Manage travel logistics, including booking flights, accommodations, and transportation, and preparing itineraries.

• Handle travel expenses and submit claims for reimbursements.

5. Project Support:

• Assist in the planning and execution of special projects and initiatives as directed by the Director and CEO.

• Conduct research, compile data, and prepare reports or presentations to support decision-making.

6. Office and Resource Management:

• Organize and maintain office files, records, and reports.

• Order office supplies, arrange maintenance, and oversee office logistics.

7. Confidentiality and Professionalism:

• Handle sensitive information with absolute confidentiality and professionalism.

• Act as a trusted liaison for the executives, upholding the values and mission of the organization.

8. Relationship Building:

• Cultivate and maintain strong working relationships with other departments, clients, and stakeholders on behalf of the executives.

• Foster a positive and collaborative work environment.


Qualifications:


• Education: Bachelor’s degree preferred in Business Administration or related field.

• Experience: Minimum of 3-5 years as an Executive or Personal Assistant to senior leadership, preferably in a corporate environment.

Skills:

• Strong organizational and multitasking abilities.

• Excellent written and verbal communication.

• High proficiency in MS Office Suite (Word, Excel, PowerPoint, Outlook).

• Discretion and ability to handle confidential information with integrity.

• Proactive, with strong problem-solving and decision-making skills.


Preferred Qualities:


• Detail-oriented and efficient with time management.

• Ability to adapt and respond quickly to changing priorities.

• Strong interpersonal skills and professional demeanour.

• Positive attitude with a commitment to supporting company goals.


This role provides an excellent opportunity to work closely with executive leadership and contribute to the success of the organization. The ideal candidate will be proactive, highly organized, and have a strong desire to support the Director and CEO in achieving their goals.

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