Executive Assistant to Managing Director
4 weeks ago
Designation:
Executive Assistant
Location:
Hubballi
Reporting Authority:
Managing Director
Age Limit:
Below 35 years of age
Job Summary:
The Executive Assistant provides high-level administrative support to the Managing Director, ensuring smooth daily operations and effective management of their schedules, communications, and other critical tasks. This role requires excellent organizational skills, the ability to multitask, and a professional demeanour. Ability to read and interpret business data is mission critical.
Job Description:
1. Administrative Support:
Manage and maintain executive schedules, including arranging meetings, appointments, and travel itineraries.
Prepare and edit correspondence, reports, presentations, and other documents.
Handle confidential information with discretion and professionalism.
2. Communication Management:
Serve as the primary point of contact between the Managing Director and internal/external stakeholders.
Screen and prioritize incoming calls, emails, and correspondence.
Draft and send communications on behalf of the Managing Director.
3. Meeting Coordination:
Schedule, coordinate, and prepare materials for meetings, conferences, and events.
Take meeting minutes, summarize key points, and follow up on action items.
Arrange logistics for virtual and in-person meetings.
4. Travel Arrangements:
Organize and manage domestic and international travel plans, including flights, accommodations, visa formalities and transportation.
Prepare detailed travel itineraries and ensure all arrangements are aligned with the Managing Director's preferences.
5. Project Management:
Assist with special projects, research, and data collection as needed.
Coordinate cross-functional activities and ensure timely completion of tasks.
Track project progress and report on milestones and deliverables.
6. Office Management:
Maintain office supplies and manage inventory.
Coordinate with cross functional departments to address any office-related issues.
Ensure a well-organized and efficient workspace for the founders.
7. Event Planning:
Plan and organize corporate events, including staff meetings, retreats, and client functions.
Coordinate event logistics, including venue selection, catering, and audio-visual requirements.
Manage event budgets and track expenses.
8. Other Duties:
Perform other administrative duties as assigned by the Managing Director.
Support other team members with administrative tasks as needed.
What we are looking for:
Someone holding a Masters' degree in Business Administration, Communications, or a related field preferred.
Proven experience in a similar role, managing the office of CXOs/Directors.
Strong leadership skills with expertise and experience in building and managing high-impact schedule.
Familiar with tools, techniques and software, with a deep understanding of how to apply them effectively in a B2B logistics setting.
Excellent communication, problem-solving and organizing skills.
Skills:
Strong organizational and time management skills.
Excellent written and verbal communication abilities.
Proficiency in Microsoft Office Suite (Word, Excel, PowerPoint, Outlook) and other relevant software.
Ability to handle multiple tasks and prioritize effectively and at the same time maintain high level of discretion and confidentiality.
Strong problem-solving skills and attention to detail.
Ability to work in a fairly ambiguous atmosphere and under minimal supervision.
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