Executive Assistant

3 weeks ago

ahmedabad, India IntQBooks Solutions Full time
Company Description
Welcome to IntQBooks, a global leader in the outsourcing industry, managed by Chartered Professional Accountants that specialize in providing outsourcing services for Taxation, Accounting & Bookkeeping, Payroll Accounting, and Transaction Processing to businesses in Canada, USA & India. Our focus is on small businesses, CPAs, and Accounting firms. Our primary mission is to provide outsourced back-office services to clients in Canada, USA, Australia, and India, focusing on Finance, Accounting, and Taxation services. We are committed to adhering to the Code of Conduct and Code of Ethics set forth by professional accounting bodies, assuring our integrity and dedication to excellence.
Key Responsibilities:
Calendar and Schedule Management: Proactively manage the Director's complex schedule, ensuring timely appointments, coordinating meetings, and anticipating potential conflicts.
Communications: Act as the primary point of contact for internal and external communications. Screen and respond to emails, draft correspondence, field inquiries, and handle calls with professionalism. Assist with communication with foreign clients.
Travel Management: Book flights, hotels, and ground transportation. Prepare itineraries, handle visa arrangements (if applicable), and manage expense reports.
Document and Information Management: Prepare and format reports, presentations, and other documents. Create and maintain organized filing systems for both physical and digital records.
Project and Task Support: Assist with project coordination, set reminders for deadlines, track progress, and coordinate with other team members to ensure timely task completion.
Basic Financial Management: Assist with financial record-keeping, invoice processing, and basic bookkeeping tasks (if needed depending on company size).
Confidentiality and Discretion: Maintain the utmost confidentiality when handling sensitive business information.
Qualifications:
Education: High school diploma required. Associate's or Bachelor's degree preferred.
Experience: Minimum of 3+ years of experience in a similar administrative or executive support role. Experience supporting a senior-level executive is advantageous.
Skills:
Proactive and Solution-Oriented: Ability to anticipate needs, identify potential problems, and take initiative to resolve them.
Excellent Communication: Strong written and verbal communication skills in English, Hindi, and Gujarati. Ability to tailor communication style for diverse audiences, including foreign clients.
Organization and Time Management : Meticulous attention to detail, ability to prioritize tasks, and manage multiple projects simultaneously in a fast-paced environment.
Tech Savvy: Proficiency in standard office software (MS Office Suite, email), comfort with online communication tools, and a willingness to learn new technologies (including AI-based tools).
Discretion and Confidentiality: Impeccable integrity and the ability to maintain confidentiality with sensitive information.

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