Executive Assistant to Director

3 weeks ago

Mumbai Maharashtra India, Maharashtra Pupscribe Full time

Role Overview:We are looking for a highly organized and proactive Executive Assistant to Director's to support executive-level operations efficiently. The ideal candidate will manage administrative, business, and personal tasks, ensuring smooth workflow and seamless coordination across teams, suppliers, and stakeholders. This role requires strong problem-solving abilities, discretion, and a keen eye for detail.Key Responsibilities:Business & Operational Support- Handle all new supplier communication and product onboarding processes.- Assign, coordinate, and update task lists with internal and external teams to ensure timely execution.- Conduct business inquiries, surveys, market research, and data collection for strategic decision-making.- Prepare, manage, and organize databases, filing systems, and records for easy retrieval and reference.- Draft and maintain costing sheets, reports, SOPs, presentations, and official correspondence.Customer & Stakeholder Management- Act as a first point of contact for callers, responding to emails and phone calls, forwarding messages, or flagging critical issues for the Director’s attention.- Handle customer complaints and grievances, ensuring prompt resolution and customer satisfaction.- Assist in managing key business relationships, including vendors, clients, and regulatory authorities.Logistics & Travel Coordination- Manage shipments, travel arrangements, transport, and accommodation for the Director and relevant stakeholders.- Organize meetings, conferences, and events, ensuring seamless execution.- Maintain and update the Director’s calendar, appointments, and meeting schedules while managing access effectively.Administrative & Strategic Support- Implement and maintain administrative procedures and operational systems for efficiency.- Monitor deadlines, follow up on pending tasks, and ensure seamless execution of priority assignments.- Assist with financial tasks such as budget tracking, vendor payments, invoice management, and liaising with accountants for tax-related activities.Personal Assistance & Miscellaneous Tasks- Handle property management, home fixtures & supplies, personal appointments, quotation requests and other ad-hoc personal tasks as assigned by the Director.Required Skills & Competencies:• Discretion and Trustworthiness: Ability to handle confidential and sensitive information with integrity.• Problem-Solving & Initiative: Independently figure out and execute new and complex tasks efficiently.• Communication Skills: Strong verbal and written communication for interacting with stakeholders at all levels.• Organizational & Multitasking Ability: Exceptional ability to manage multiple priorities, deadlines, and projects.• Excel Proficiency: Advanced skills in Microsoft Excel, including data analysis, pivot tables, and reports.• Negotiation & Vendor Management: Expert negotiator with the ability to drive cost savings and favorable business deals.• Flexibility & Adaptability: Ability to work in a fast-paced environment with shifting priorities.• Tact & Diplomacy: Professionalism in handling sensitive discussions and high-profile stakeholders.• Tech-Savvy: Proficiency in standard software packages (MS Office, PowerPoint, Zoho, Google Suite, etc.) and the ability to learn company-specific tools.Preferred Qualifications & Experience:• Bachelor’s degree in Business Administration, Management, or a related field (preferred).• 2-5 years of experience in a similar executive or personal assistant role.• Prior experience working with e-commerce & retail is a plus.

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