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Executive Assistant

2 months ago

Gurugram, India Leena Ai Full time
About Leena AI Founded in 2018 Leena AI is an autonomous conversational AIbacked employee experience platform that is powerful flexible and can meet the needs of any enterprise. Trusted by 10M employees across companies like Nestle Puma AirAsia CocaCola Abbott Sony and HDFC Bank. We have transformed 30M conversations and 1B employee interactions. Leena AI plays well with 100 platforms including SAP SuccessFactors ADP Oracle Workday Microsoft Office 365 and Slack. Leena AI currently supports 100 languages globally. Leena AI has raised $40M investment from Greycroft and Bessemer Venture Partners.
Role DescriptionThe Executive Assistant to the CEO will be a pivotal role within Leena.ai serving as the primary point of contact for internal and external constituencies on all matters pertaining to the CEO. This highly responsive role requires managing administrative and operational tasks ensuring the CEO can focus on strategic initiatives. The ideal candidate will be wellorganized have great multitasking abilities and be capable of effectively managing their workload in a fastpaced environment.
Responsibilities
  • Calendar Management: Organize and prioritize the CEOs daily schedule including meetings appointments and travel arrangements.
  • Communication Management: Handle incoming and outgoing communications on behalf of the CEO; screen and direct phone calls; distribute correspondence.
  • Meeting Facilitation: Prepare agenda attend meetings take minutes and follow up on action points.
  • Document Preparation: Draft memos emails presentations reports and other communications as directed.
  • Project Management: Coordinate project timelines and deadlines manage information flow within and outside of the company.
  • Confidentiality: Maintain the utmost confidentiality of all sensitive or proprietary information.
  • Office Management: Oversee the performance of other clerical staff manage office supply inventory and ensure the office environment runs smoothly.
  • Event Planning: Assist with event planning including logistics guest lists venue coordination and onsite management as needed.

Requirements
  • Bachelor s degree in Business Administration Communication or a related field.
  • Minimum 10 years experience in an executive support role preferably within a tech or startup environment.
  • Excellent organizational and leadership skills.
  • Strong capabilities in MS Office and other office management tools.
  • Outstanding communication and interpersonal abilities.
  • Ability to handle sensitive information with discretion.
  • Proactive selfmotivated and able to work independently and as part of a team.
  • Flexibility to adapt to changing priorities and manage multiple tasks simultaneously.
  • Professional and polished demeanor with a positive cando attitude.
  • CEO s Assistant/ executive Assistant/Administrative Assistant
  • Candidate must be willing to work overlapping hours to cover the EST timezone.

Main Areas Of Responsibility
  • Management of the CEOs diary and appointments.
  • Help CEO manage output workflow and office deadlines.
  • Take and relay accurate and timely messages from telephone callers/ mailers and answer queries where possible.
  • Collect and open all mail addressed to the CEO
  • Take minutes for all meetings.
  • Draft type and dispatch all the CEOs correspondence
  • Liaise with relevant individuals external organisations etc. to arrange meetings prepare agendas and draft minutes
  • Maintain a comprehensive filing system
  • Co ordinate CEOs travel in conjunction with in house travel group
  • Tabulate and retrieve CEOs official expenditures and claims
  • Arrange local transportation when necessary
  • Some research media relations and promotional work
  • Undertake any other duties as requested by the CEO

Qualifications
  • Ideally educated to bachelor/ master degree
  • A minimum of 10 years PA/ secretarial experience at a senior level
  • Shorthand and excellent typing skills Good computer literacy speed and accuracy essential.
  • Knowledge of graphics useful
  • Experience of working within an international environment ideally international organization Govt. Organization and/ or multinational private sector.
  • Experience of dealing with different time zones
  • Excellent organizational skills
  • Excellent communication skills both verbal and written
  • Professional telephone manner
  • Willingness to work in a multitasking environment
  • Proven ability to work under pressure and to tight deadlines
  • Bright confident personality
  • Well presented
  • Highly personable
  • Flexible and mature approach with the ability to work unsupervised
  • Additional Information
  • Strong interpersonal skills; ability to establish repertoire with company employees and manage all the records of the company
  • Learning capability to understand the processes and translate them in good business management
  • Must be responsible selfmotivated selfstarter personable and well organized.
  • Must be able to effectively handle stressful situations like large number of tasks in short duration tight budgets and high quality expectations
  • Proficiency in the use of personal computers including MS Office software including PowerPoint Word Excel and Outlook.

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