Executive Secretary

The Executive Assistant provides executive support in a one-on-one working relationship. The Executive Assistant serves as the primary point of contact for internal and external constituencies on all matters. The Executive Assistant also serves as a liaison to the senior members; organizes and coordinates executive outreach and external relations efforts; and oversees special projects.

Roles & Responsibilities

• Manage professional and personal scheduling, including agendas, mail, email, calls, travel arrangements, client management, and other company logistics
• Coordinate complex scheduling and extensive calendar management, as well as management of content and flow of information to senior executives
• Manage, coordinate, and arrange senior executives’ travel and travel-related activities, including hotel booking, transportation, and meal coordination
• Perform administrative and office support, such as typing, dictation, spreadsheet creation, faxing, and maintenance of filing system and contact database
• Maintain professionalism and strict confidentiality with all materials, and exercise discretion when interfacing with the business
• Organize team communications and plan events, both internally and offsite
• Completes a broad variety of administrative tasks including: managing an extremely active calendar of appointments.
• Plans, coordinates and ensures the schedule is followed and respected. Provides "gatekeeper" and "gateway" role, creating win-win situations for direct access to the Secretary time.
• Researches, prioritizes, and follows up on incoming issues and concerns addressed, including those of a sensitive or confidential nature. Determines appropriate course of action, referral, or response.
• Provides a bridge for smooth communication between the office and internal departments; demonstrating leadership to maintain credibility, trust and support with senior management staff.
• Works closely and effectively with the office to keep him/her well informed of upcoming commitments and responsibilities, following up appropriately. Acts as a "barometer," having a sense for the issues taking place in the environment and keeping him updated.
• Successfully completes critical aspects of deliverables with a hands-on approach, including drafting acknowledgement letters, personal correspondence, and other tasks that facilitate the office’s ability to effectively lead the company.
• Prioritizes conflicting needs; handles matters expeditiously, proactively, and follows-through on projects to successful completion, often with deadline pressures.

Skills Required

• Six plus years of experience in administrative role reporting directly to upper management
• Superb written and verbal communication skills
• Strong time-management skills and the ability to organize and coordinate multiple projects at once
• Proficiency in Microsoft Office and other office productivity tools, with aptitude to learn new software and systems
• Flexible team player willing to do what it takes to get the job done; adaptable and enjoys a challenge
• Ability to keep company confidences

Qualifications Required

• Any graduate with more than 6 years of experience in being the executive assistant to top management of any company
• Should be very fluent in Kannada & Hindi