Back Office

2 weeks ago

Noida, Uttar Pradesh, India Tensoten Services Full time

Job Description: Back Office & Executive Assistant

Position Overview: The Back Office & Executive Assistant plays a pivotal role in supporting the smooth and efficient functioning of a company by providing administrative, operational, and clerical support to senior management and back-office operations. This position requires a highly organized individual with strong communication, multitasking, and problem-solving skills. The assistant will act as the point of contact for both internal and external stakeholders, ensuring that executive schedules are coordinated, tasks are completed in a timely manner, and business operations run seamlessly.

Key Responsibilities:

  1. Executive Support:
    • Assist senior executives with day-to-day tasks, including calendar management, scheduling meetings, and coordinating travel arrangements.
    • Prepare materials for meetings, presentations, and reports, ensuring that executives have the necessary information for decision-making.
    • Handle confidential and sensitive information with discretion and professionalism.
    • Manage phone calls, emails, and correspondence for executives, ensuring timely responses and appropriate prioritization.
  2. Office Administration:
    • Oversee general office operations, ensuring that all supplies, equipment, and systems are in working order and meet the organizations needs.
    • Handle the filing and organization of both physical and digital documents, maintaining accurate records and easy access to important information.
    • Coordinate office maintenance, utilities, and other logistical requirements to ensure a productive work environment.
    • Manage office budgets and track expenses, ensuring that they align with company policies.
  3. Back Office Operations:
    • Support back-office operations such as invoicing, data entry, and assisting with financial reconciliations, payroll processing, and maintaining records for accounting purposes.
    • Coordinate with other departments to streamline workflows, improve operational efficiencies, and ensure that administrative processes are aligned with organizational goals.
    • Assist in managing databases, updating client information, and ensuring that back-office systems are up to date.
  4. Project Management and Coordination:
    • Assist with the planning and execution of special projects, from inception to completion, ensuring that timelines, budgets, and goals are met.
    • Track project progress, communicate with project teams, and report on status to executives and other stakeholders.
    • Collaborate with various departments to ensure resources and tasks are allocated efficiently and effectively.
  5. Client and Stakeholder Relations:
    • Serve as the liaison between executives and clients, partners, or other external stakeholders, maintaining a professional and approachable demeanor.
    • Manage communication with clients regarding scheduling, inquiries, and follow-up tasks.
    • Organize events, conferences, and meetings, ensuring that logistics are handled seamlessly and participants are well-prepared.
  6. Problem-Solving & Process Improvement:
    • Anticipate challenges and proactively suggest solutions to improve workflow, communication, and office processes.
    • Continuously evaluate current back-office practices and recommend process improvements to enhance efficiency and reduce costs.

Qualifications:

  • Bachelors degree in business administration, management, or a related field (preferred).
  • Proven experience as an executive assistant, administrative assistant, or in a back-office support role.
  • Proficient in office software (e.g., Microsoft Office Suite, Google Workspace), CRM systems, and scheduling tools.
  • Excellent verbal and written communication skills.
  • Strong organizational skills, with the ability to prioritize tasks and manage multiple responsibilities simultaneously.
  • High attention to detail and the ability to work independently with minimal supervision.
  • Ability to handle sensitive information and maintain confidentiality.

Conclusion: The Back Office & Executive Assistant position requires a dynamic individual who is able to balance administrative, operational, and executive support tasks in a fast-paced environment. The role demands a proactive mindset, excellent organizational abilities, and an eagerness to contribute to the overall success of the organization.
For More Details Contact to HR Mob : +91- 8376075395

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