Executive Assistant To Director

Job Location Delhi

Job Description: Executive Assistant to Director

Role Overview: The Executive Assistant (EA) will provide comprehensive administrative and operational support to the Director, ensuring the smooth and efficient execution of daily activities. This position involves handling travel arrangements (domestic and international), managing calendars, preparing presentations, drafting and analyzing documents, and coordinating meetings. Additionally, the EA will be responsible for arranging all necessary support for international conferences. The EA will collaborate closely with the Head Office (HODs) to ensure task completion and smooth communication. Proficiency in digital meeting platforms such as Zoom and Microsoft Teams will be crucial for this role.

Key Responsabilits :

1. Travel Management :

2. Arrange domestic and international travel for the Director, including flights, accommodation, transportation, and itineraries.

3. Ensure all travel requirements (visas, tickets, etc.) are handled in a timely manner.

4. Calendar Management :

5. Organize and maintain the Directors calendar, scheduling meetings, appointments, and events.

6. Prioritize meetings and appointments based on importance and urgency, ensuring no scheduling conflicts.

7. Presentation Preparation:

8. Preparation of presentations for meetings and conferences, ensuring content is aligned with the Directors vision and goals.

9. Work with other departments as needed to gather required data for presentations.

10. Drafting & Analyzing Documents :

11. Draft and edit reports, memos, and other documents for the Director.

12. Analyze and summarize information from various sources to provide insights and support decision-making.

13. Task Completion through HODs:

14. Coordinate with the HODs to ensure tasks are completed in a timely and efficient manner.

15. Track and follow up on assigned tasks, ensuring deadlines are met.

16. Meeting Arrangements:

17. Organize and coordinate internal and external meetings, including logistics (venue, attendees, materials).

18. Ensure the Director has all necessary materials and information ahead of meetings.

19. Support for International Conferences:

20. Coordinate and arrange all logistics and support for international conferences attended by the Director.

21. Ensure the Director has all necessary materials, information, and assistance to ensure smooth participation in conferences.

22. Digital Meeting Platform Expertise:

23. Manage and support meetings through Zoom, Microsoft Teams, and other digital platforms.

24. Set up virtual meetings, ensuring all technical aspects run smoothly.

25. General Administrative Support:

26. Provide general administrative support as required, including managing emails, phone calls, and paperwork.

27. Maintain a high level of confidentiality and professionalism in all tasks.

Required Skills & Experience:

• Proven experience in administrative or executive assistant roles.
• Strong organizational and multitasking skills.
• Proficiency in calendar management, Microsoft Office Suite, and digital meeting platforms (Zoom, Teams).
• Excellent communication skills, both written and verbal.
• Strong drafting, editing, and analytical skills.
• Ability to work independently, prioritize tasks effectively, and meet deadlines.