Executive Assistant to CEO

2 months ago

Goregaon Mumbai Maharashtra, India Hingoo Architects Full time

Answer and direct phone calls
- Organize and schedule appointments and meetings
- Maintain contact lists
- Produce and distribute correspondence memos, letters, faxes, and forms
- Assist in the preparation of regularly scheduled reports
- Develop and maintain a filing system
- Order office supplies
- Book travel arrangements
- Submit and reconcile expense reports
- Provide general support to visitors
- Provide information by answering questions and requests
- Take dictation
- Research and creates presentations
- Generate reports
- Handle multiple projects
- Prepare and monitor invoices
- Develop administrative staff by providing information, educational opportunities, and experiential growth opportunities
- Ensure operation of equipment by completing preventive maintenance requirements; calling for repairs; maintaining equipment inventories; evaluating new equipment and techniques
- Maintain supplies inventory by checking stock to determine inventory level; anticipating needed supplies; placing and expediting orders for supplies; verifying receipt of supplies
- Maintain professional and technical knowledge by attending educational workshops; reviewing professional publications; establishing personal networks; participating in professional societies
- Contribute to team effort by accomplishing related results as needed
- Carry out administrative duties such as filing, typing, copying, binding, scanning, etc.
- Organize travel arrangements for senior managers
- Book conference calls, rooms, taxis, couriers, hotels, etc.
- Cover the reception desk when required
- Maintain computer and manual filing systems
- Handle sensitive information in a confidential manner
- Take accurate minutes of meetings
- Coordinate office procedures
- Develop and update administrative systems to make them more efficient
- Resolve administrative problems
- Receive, sort, and distribute the mail
- Answer telephone calls and pass them on
- Manage appointments
- Oversee and supervise the work of junior staff
- Maintain up-to-date employee holiday records
- Coordinate repairs to office equipment
- Greet and assist visitors to the office
- Provide polite and professional communication
- Implement clerical duties and administrative processes
- Conduct data entry

Administrative assistant requirements:

- Proven admin or assistant experience
- Knowledge of office management systems and procedures
- Excellent time management skills and ability to multi-task and prioritize work
- Attention to detail and problem solving skills
- Excellent written and verbal communication skills
- Strong organizational and planning skills
- Proficient in MS Office
- At least 2 years of experience in the field or in a related area
- High school diploma or equivalent; college degree preferred

Administrative assistant skills & proficiency:

- Reporting Skills
- Administrative Writing Skills
- Proficiency in Microsoft Office
- Analysis
- Professionalism
- Problem Solving
- Supply Management
- Inventory Control
- Verbal Communication
- Office Administration Procedures
- Typing
- Attention to Detail
- Accuracy
- Multitask
- Telephone Skills
- Teamwork
- Discretion and Judgment
- Patience
- Resourcefulness
- Anticipates Needs
- Emotional Intelligence
- Flexibility
- Editing and Proofreading
- Microsoft Office Skills
- Typing Skills

**Job Types**: Full-time, Permanent

**Salary**: ₹15,000.00 - ₹35,000.00 per month

Schedule:

- Day shift

**Experience**:

- total work: 1 year (preferred)

Ability to Commute:

- Goregaon, Mumbai, Maharashtra (required)

Ability to Relocate:

- Goregaon, Mumbai, Maharashtra: Relocate before starting work (required)

Work Location: In person

**Speak with the employer**

+91 9987096900

Expected Start Date: 01/03/2024

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