Executive Assistant

4 weeks ago

Ahmedabad, Gujarat, India Optellix Private Limited Full time

Executive Assistant

Job Summary:

The Executive Assistant (E.A.) will provide high-level administrative support to senior executives, ensuring smooth and efficient daily operations. The most important skill for this role is excellent follow-up abilities—the ability to manage multiple tasks, track progress, and ensure deadlines are met. The candidate should also have proficiency in MS Office, especially Excel and Word, as well as good command over English and shorthand skills. Other skills can be trained, but follow-up skills cannot be compromised.

Key Responsibilities:

1. Office and Project Management:

  • Track ongoing projects, ensuring timely completion of deliverables.
  • Assist in managing the executive's daily tasks and responsibilities to streamline workflow.
  • Prepare reports on the status of projects and tasks, ensuring nothing falls through the cracks.

2. Follow-up & Task Management:

  • Proactively track and follow up on action items, tasks, and deadlines across various projects and
  • communications.
  • Ensure that nothing is overlooked, and all tasks are completed on time.
  • Follow up with internal and external stakeholders to ensure timely responses and progress.
  • Maintain and update detailed task lists, timelines, and project deadlines, ensuring no loose ends.

3. Administrative Support:

  • Manage and prioritize the executive's calendar, including scheduling meetings, appointments, and travel.
  • Coordinate the preparation and organization of reports, presentations, and documents.
  • Handle confidential and sensitive information with discretion and professionalism.
  • Maintain an organized filing system for correspondence, documentation, and other important

materials.

4. Communication Management:

  • Screen and prioritize emails and phone calls, ensuring urgent matters are dealt with promptly.
  • Draft and proofread correspondence, ensuring clarity, accuracy, and professionalism.
  • Manage communication on behalf of the executive, ensuring responses are timely and appropriate.

5. Travel & Event Coordination:

  • Arrange all travel, including flights, accommodations, and itineraries for the executive and staff.
  • Coordinate logistics for meetings, conferences, and company events, ensuring all details are meticulously followed up on.

6. Document Preparation:

  • Prepare and edit documents, reports, and presentations, paying close attention to detail.
  • Utilize Excel for organizing data, creating reports, and analyzing information.
  • Prepare meeting agendas and minutes, ensuring follow-up on action items discussed.

7. Client & Stakeholder Relationship Management:

  • Serve as a point of contact between the executive and staff, vendors, and other stakeholders.
  • Maintain professional relationships, ensuring timely responses and follow-ups with key stakeholders.

Required Skills & Qualifications:

  • Follow-up Skills : Proven ability to effectively manage tasks, deadlines, and follow up with teams or clients to ensure that tasks are completed on time and nothing is overlooked.
    • MS Office Proficiency: Strong working knowledge of MS Office, particularly Excel (for data

analysis,reports, and spreadsheets) and Word (for document preparation and

correspondence).

  • Experience: At least 3-5 years of experience in an administrative role or executive support

role,demonstrating strong follow-up and organizational abilities.

  • Organization and Time Management: Ability to prioritize tasks, stay organized, and manage multiple assignments at once.

Preferred Skills:

  • Experience with project management or task tracking software (e.g., Asana, Trello) is a plus.
  • Basic knowledge of accounting or budget management for handling expenses may be beneficial.
  • Familiarity with the specific industry or company operations can be an advantage.

Working Conditions:

Full-time Position.

Office location-Kolhapur

Salary-25k-35k

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