Executive Assistant to CEO

2 weeks ago

Kalyan, India Tasks Expert Virtual Employee Services Pvt. Ltd Full time

The Executive Assistant to the CEO will be responsible for providing high-level executive support. The ideal individual will have the ability to exercise good judgment in a variety of situations, with strong written and verbal communication, administrative and organizational skills, and the ability to maintain a realistic balance among multiple priorities. The Executive Assistant will be able to work independently on projects, from conception to completion, and must be able to work under pressure at times to handle various activities and confidential matters with discretion.
**Responsibilities**
**Executive team support**:

- Research support: Providing program assistance, conducting research, and compiling briefing books on critical issues/actors before external meetings to ensure the CEO is well-prepared.
- Relationship management: Prioritizes maintaining relationships with key contacts on behalf of the CEO in collaboration with the Chief of Staff.
- Communication: Ensures that the CEO’s biography is kept updated and responds to requests for materials regarding the CEO and the organization in general
- Travel management: Manage end-to-end travel arrangements for the CEO, including flights, hotels, transportation, and itineraries. Handle travel-related purchases and expenses efficiently.
- Expense management: Oversee expense reports, ensuring accuracy, compliance, and timely submission.
- Gate-keeping and quality control: Acting as a gatekeeper by filtering and quality-controlling requests from the team, ensuring alignment with priorities and timelines set by the CEO.**Calendar Management**:

- Prioritization and strategizing: Strategizing and prioritizing the CEO's to-do list by discerning the importance of tasks, ensuring the focus on high-impact activities, and managing time effectively.
- Plans and coordinates the CEO's schedule: Sets up meetings with key contacts as needed and responds to calendar invites appropriately.
- Team meetings: Coordinates executive team meetings on request, including scheduling.**Board Support and Liaison**:

- Administrative liaison: Serves as the CEO’s administrative liaison to the board on request.
- Logistical support: Provides logístical support for board members, including travel arrangements and preparation of board papers as needed.
- Board meeting support: Supports the Chief of Staff in the preparation of substantive materials for Board meetings.**Administrative Function**:

- Records management: refines procedures for retention, protection, retrieval, transfer, and disposal of records.
- Note-taking: Takes notes in some meeting contexts.
- Timesheets and administrative coordination: Assist in managing timesheets, and administrative documents and coordinating various administrative tasks, including document signing and other sundry tasks to ensure smooth operations.
- Special projects: Works closely with the Chief of Staff to execute priority projects for the CEO, many of which have organizational impact.
- Event coordination: Assists in planning and coordinating global events as required. -Communication support: Assisting in drafting communication materials, though this may not be a primary responsibility.**Qualifications**:

- Have at least three years of experience supporting C-Level Executives. Able to adapt to the CEO’s style and cycles of work.
- Strong organizational skills that reflect an ability to perform and prioritize multiple tasks seamlessly with excellent attention to detail.
- Strong interpersonal skills and the ability to build relationships with stakeholders, including staff, board members, external partners, and donors.
- Willingness to operate outside of typical Eastern Time hours.
- Experience in managing international travel arrangements and dealing with different time zones is advantageous.
- Excellent written and verbal communication skills.
- Highly resourceful team player with the ability to also be extremely effective independently.
- Proven ability to handle confidential information with discretion and adaptability to various competing demands and demonstrated the highest level of client service and satisfaction.
- Demonstrated ability to achieve high-performance goals and meet deadlines in a fast-paced environment.
- A forward-looking thinker who actively seeks opportunities and proposes solutions.
The start date of this position is between February and April 2024, with mutually agreed upon start dates.

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

**Salary**: ₹350,000.00 - ₹420,000.00 per year

**Benefits**:

- Provident Fund

Schedule:

- Monday to Friday
- Night shift
- Rotational shift
- UK shift
- US shift

Supplemental pay types:

- Performance bonus

**Education**:

- Higher Secondary(12th Pass) (preferred)

**Experience**:

- total work: 1 year (preferred)
- Customer service: 1 year (preferred)

**Language**:

- Hindi (preferred)
- English (preferred)

Ability to Commute:

- Kalyan, Maharashtra (required)

Ability to Relocate:

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