Executive Assistant to the Director

3 weeks ago

Raipur, India Astha Group Full time

Job Title:

Executive Assistant


Job Description:

We are seeking a highly organized and proactive Executive Assistant to join the Director's office and provide comprehensive support to the Director of our company. As the Executive Assistant, you will play a crucial role in ensuring the smooth and efficient operation of the Director's office by managing a wide range of administrative tasks. Your responsibilities will encompass travel arrangements, meeting coordination, calendar management, email and mail correspondence, and other essential administrative duties.


Responsibilities:

  • Calendar Management: Maintain the Director's schedule by scheduling and prioritizing appointments, meetings, and events. Coordinate with internal and external stakeholders to ensure alignment with the Director's availability and business priorities.
  • Travel Arrangements: Make travel arrangements, including booking flights, accommodations, ground transportation, and other logistics. Prepare detailed itineraries and travel packs to ensure seamless travel experiences.
  • Meeting Coordination: Organize and schedule meetings, conferences, and events. Prepare meeting agendas, materials, and presentations as required. Attend meetings when necessary, take minutes, and follow up on action items.
  • Email and Mail Management: Monitor, prioritize, and respond to emails on behalf of the Director. Handle incoming and outgoing mail, ensuring prompt and appropriate responses.
  • Correspondence and Communication: Draft, edit, and proofread letters, memos, reports, and other documents on behalf of the Director. Ensure that all communications adhere to the company's professional standards.
  • Data and Information Management: Maintain and update confidential files, records, and databases related to the Director's office. Keep all information organized and easily accessible.
  • Office Operations Support: Provide general administrative support to the Director's office, including ordering office supplies, handling expense reports, and managing invoices.
  • Liaison and Relationship Building: Act as a liaison between the Director and internal staff, clients, partners, and other external stakeholders. Foster positive and professional relationships with key contacts.
  • Special Projects: Assist with special projects and initiatives as directed by the Director. Conduct research, prepare reports, and provide analytical support as needed.
  • Confidentiality and Discretion: Handle sensitive and confidential information with the utmost discretion and maintain a high level of confidentiality at all times.


Requirements:

  • Proven work experience as an Executive Assistant or similar role, supporting senior-level executives or directors.
  • Excellent organizational and time management skills, with the ability to prioritize tasks and meet deadlines.
  • Strong verbal and written communication skills, with a keen eye for detail and accuracy.
  • Proficient in using productivity tools and software, including MS Office (Word, Excel, PowerPoint, Outlook).
  • Exceptional interpersonal skills, with the ability to interact professionally with individuals at all levels.
  • Ability to anticipate needs, demonstrate proactivity, and think critically to solve problems effectively.
  • Discretion, tact, and a high level of professionalism when dealing with sensitive information.
  • Flexibility and adaptability to handle changing priorities and last-minute requests.
  • Knowledge of travel arrangements and event coordination is an advantage.
  • Bachelor's degree in Business Administration, Communications, or a related field preferred.


Experience:

Maximum 5 years of experience in a similar profile.


Join our dynamic team and contribute to the success of our company by providing reliable and efficient support to the Director's office. If you thrive in a fast-paced environment and have a passion for executive assistance, we look forward to receiving your application. Please submit your resume, a cover letter detailing your relevant experience, and any additional qualifications that make you an ideal fit for this role.

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