Executive Assistant to Managing Director

3 weeks ago

Gurgaon, Haryana, India Bootes Impex Tech Ltd. Full time

Overview:We are seeking a highly skilled and experienced Personal Executive Assistant to provide technical, organizational, and strategic support to the Managing Director (MD) of Bootes Impex Tech Ltd. with a workforce of 350+. The ideal candidate will be a seasoned professional with proven experience in an MNC , adept at handling complex tasks, and capable of managing all aspects of the MD's professional commitments with precision and efficiency.Key Responsibilities:Strategic Task ManagementAct as the MD's strategic partner, ensuring alignment with organizational goals.Maintain and manage a dynamic and high-pressure schedule, prioritizing tasks effectively based on business objectives.Regularly track, analyze, and report on the progress of key initiatives, ensuring the MD stays updated with actionable insights.Advanced Presentation Design and DeliveryCreate high-quality presentations for board meetings, stakeholder reviews, and client engagements, incorporating advanced tools and techniques.Translate complex data into visually compelling and easy-to-understand slides.Leverage tools like MS PowerPoint (advanced), Indesign, or Advance MS Excel to deliver impactful presentations.Communication and LiaisonServe as the first point of contact for the MD, handling correspondence and ensuring clear communication with internal and external stakeholders.Draft, proofread, and finalize emails, reports, and official documents, ensuring adherence to corporate communication standards.Represent the MD in meetings and negotiations when required, preparing detailed debriefs and action plans.Calendar and Workflow OptimizationOversee and maintain the MD's calendar, ensuring seamless coordination of meetings, appointments, and events.Use scheduling tools like Google Workspace, MS Outlook, or Zoho Calendar to synchronize activities across teams.Anticipate and resolve scheduling conflicts proactively, optimizing time allocation for maximum productivity.Project Oversight and Data ManagementSupport the MD in managing critical projects by creating detailed timelines, tracking milestones, and ensuring timely execution.Conduct market research, competitor analysis, and data synthesis to prepare comprehensive reporUse tools like Excel (advanced functions, pivot tables, macros) and Power BI to analyze data and create dashboards.Travel and Event ManagementPlan and manage end-to-end travel arrangements, including international travel, visa processing, hotel bookings, and transportation.Ensure contingency planning for unexpected changes in itineraries.Organize high-profile events, conferences, and team meetings with a focus on meticulous execution and adherence to protocol.Technical Expertise and System AdministrationUtilize task management software such as Microsoft Calendar, Trello etc to streamline workflows.Ensure smooth functioning of virtual meetings, webinars, and conferences using platforms like Zoom, Microsoft Teams, or Google Meet.Implement and manage document control systems to organize and retrieve sensitive information efficiently.Confidentiality and ProfessionalismHandle sensitive and confidential information with utmost discretion and professionalism.Maintain records of legal, financial, and compliance-related documents, ensuring alignment with corporate policies.Act as a trusted confidant, providing insights and feedback when required.Education and Experience:Bachelor's degree in Business Administration, Communications, or a related field (MBA preferred).A minimum of 8 -12 years of experience as an Executive Assistant, with at least 5 years supporting C-suite executives in an MNC environment.Proven expertise in managing high-pressure environments and multitasking across diverse responsibilities.Technical Skills:Advanced proficiency in MS Office Suite : Excel (VBA/Macros), PowerPoint (animations and advanced layouts), Word (document formatting, mail merge).Familiarity with data visualization tools : Tableau, Power BI, or Google Data Studio.Proficiency in using CRM platforms and project management tools.Hands-on experience with scheduling tools (Google Calendar, MS Outlook) and travel management platforms.Soft Skills:Excellent verbal and written communication skills, with a keen eye for detail.Strong analytical and problem-solving abilities to anticipate and resolve challenges proactively.A professional demeanor with the ability to manage relationships at all levels of the organization.Personal Traits:Mature and level-headed under pressure, with a solution-oriented mindset.Discreet, reliable, and capable of maintaining the highest standards of confidentiality.A self-starter who thrives in fast-paced environments and demonstrates a proactive approach to responsibilities.Expectations and Deliverables:Prepare, refine, and deliver presentations, documents, and strategies that exceed professional standards.Act as a seamless extension of the MD, ensuring tasks are handled with excellence and foresight.

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