Executive Assistant

EA to Managing Direcotr

JOB DESCRIPTION

Responsible for handling a wide range of administrative and executive support-related tasks to free and allow the MD maximum time on strategic tasks and keep the MD organized and productive. The Executive Assistant (EA) will serve as the main point of contact for internal and external stakeholders on all matters pertaining to the MD's Office. The EA also serves as a liaison to Top Management; organizes and coordinates executive outreach and external relations efforts; and oversees special assignments.

• Respond to emails - Scheduling – Project Research – Cleaning up data – Updating Reports – Financial workflows – HR / personal related tasks – Administrative tasks – Travel Arrangements - Maintenance of AMCs , subscriptions etc – Maintaining and updating papers and paperwork – organising data ( physical and Online/On server) – Taking care of all data backups – Password management – DSC management – follow ups with internal & external staff/vendors etc - Master Data checking & approval – Making Presentations – Online Market research & survey on new topics & ideas : Prepare a summary to check feasibility and market size etc

• H.O. 301-303A, Durian Estate, Goregaon-Mulund Link Road, Goregaon (East) , Mumbai

• Factory: Plot 62 , Apple Industrial Hub, Pelhar, On Mumbai-Ahmedabad Highway, Nallasopara.

Job is based in H.O. but the EA may be required to travel to Factory, as and when required. Office Timings: 9.30am to 6pm ; Monday to Saturday

KEY RESULT AREAS

➢Manage the MD's emails & Calendar, prioritize urgent and important issues, organize meetings and appointments, draft and prepare correspondences.

➢Research, prioritize and follow up on incoming issues and concerns addressed to the MD, including those of a sensitive or confidential nature, and determine the appropriate course of action, referral, or response.

➢Compile and prepare reports, and presentations for meetings and conferences.

➢Communicate with Top Management and staff on the MD's behalf and coordinate logistics for meetings both internally and externally, demonstrating leadership to maintain credibility, trust, and support with staff and external stakeholders.

➢Review and summarize miscellaneous reports and documents; prepare background documents and outgoing mail as necessary.

➢Work closely and effectively with the MD to keep him well informed of upcoming commitments and responsibilities, following up appropriately. Act as a "barometer," having a sense of issues taking place in the environment and keeping the MD updated.

➢Provide leadership to build relationships crucial to the success of the organization and manage a variety of special assignments for the MD.

➢Prioritize conflicting multiple needs, handle matters expeditiously and proactively and follow through on assignments to successful completion, often with deadline pressures.

➢Any other tasks as required.

Ideal Candidate Profile

Bachelor's degree with honours in Mechanical or Electrical Engineering, CA/CS , Business Administration, or any other related field.

➢Should possess a master's degree in Mech/Electrical Engineering, Business Administration, or any other related field.

➢At least 10 years' experience providing administrative support to Top management in reputable organizations.

➢Strong organizational skills that reflect the ability to perform and prioritize multiple tasks seamlessly with excellent attention to detail.

➢Very strong interpersonal, verbal and written communication skills .

➢Ability to build relationships with stakeholders, nurture strategic business partnerships and carry out negotiations.

➢Demonstrated proactive approaches to problem-solving with strong decision-making capability.

➢Highly resourceful team-player, with the ability to also be extremely effective independently.

➢High level of integrity and emotional maturity.

➢Proven ability to handle confidential information with professional discretion, be adaptable to various competing demands, and demonstrate the highest level of customer/client service.

➢Good business acumen and understanding of company strategic objectives and goals.

➢Demonstrated ability to achieve high-performance goals and meet deadlines in a fast-paced environment.

➢Forward-looking thinker, who actively seeks opportunities and proposes solutions

➢Project management skills.

➢Proficiency in Microsoft Office (Outlook, Word, Excel, and Power Point) and Social Media web platforms

➢Ability to conduct research and present data in a succinct and well-written manner.

➢Knowledge of AI and familiarity with AI tools usage

Qualifications

• Bachelor's degree or equivalent experience
• Proficient in Microsoft Office suite
• Experience in managing multiple priorities, administrative coordination, and logistics
• Well-organized, detail-oriented, ability to multi-task with great follow-up skills
• Strong written and verbal communication skills