Executive Assistant to Founder

6 months ago

Dadar Mumbai Maharashtra, India DreamsAI Innovation Pvt. Ltd. Full time

Reporting directly to the Founder & MD, The Executive Assistant provides executive support in a one-on-one working relationship. The Executive Assistant is responsible for providing a variety and range from routine to complex administrative, clerical and office duties, including oral and written communications, business contacts, calendar, meetings, travel arrangements and special projects.

The Executive Assistant will get general direction from the Founder & MD and interacts with Senior Officers and Executive team members as well as Board & Advisory members of the Group. The Executive Assistant must understand the responsibilities, needs and priorities of the Founders & MD and maintain a high level of confidentiality.

The Executive Assistant must be creative and enjoy working in an office environment that is mission driven and results-driven. The Executive Assistant will need to have the ability to exercise good judgment in a variety of situations and the ability to maintain a realistic balance among multiple priorities. The Executive Assistant will have the ability to work independently on projects, from conception to completion, and must be able to work under pressure at times to handle a wide variety of activities and confidential matters with discretion.

The role serves as eyes and ears for Founder & MD. The Executive Assistant profile will be a stepping-stone for bigger role & responsibilities within the Group.

**Key Responsibilities**:

- Completes a broad variety of administrative tasks for the Founder & MD including managing his extensive calendar, sorting, and filtering requests for the Founder & MD’s time while ensuring strategic priorities are met in a timely manner; completing expense reports; composing and preparing correspondence that is sometimes confidential; arranging complex and detailed travel plans, itineraries, and agendas, and compiling documents for travel-related meetings.
- Planning conference calls and meetings, including the logístical arrangements for multiple domestic and international conference calls and meetings.
- Identifying the need for and assisting in the preparation of agenda materials for meetings which the Founder & MD attends.
- Plans, coordinates, and ensures the Founder & MD’s schedule is followed and respected. Provides “gatekeeper” and “gateway” role, creating win-win situations for direct access to the Founder & MD’s time and office.
- Assist in the Development of corporate communication/Correspondence and be accountable for timely distribution of communications(internal and external as required)
- Assist Founder & MD in development of Presentation & business research papers for internal and external audience.
- Provides a bridge of communication between the office of the Founder & MD and internal departments, demonstrating leadership to maintain credibility, trust, and support with senior management team.
- Works closely with the Founder & MD to keep him informed of upcoming commitments and responsibilities, following up appropriately.
- Develop and cultivate collaborative relationships with peers, Members of the leadership team, and external Partners.
- Successfully completes critical aspects of deliverables with a hands-on approach, including drafting acknowledgement letters, personal correspondence, and other tasks that facilitate the Founder & MD ability to effectively lead the organization.
- Prioritizes conflicting needs, handles matter expeditiously, proactively, and follows-through on projects to successful completion, often with deadline pressures.
- Other responsibilities and projects as may be required.

**Qualifications**:

- Master’s degree preferably MBA/Diploma in business or administration or relevant experience.
- 3+ years progressively responsible and diversified administrative experience, including support at the executive level in a financial service industry or with a technology team.
- Excellent calendar management skills, including the coordination of complex executive meetings.
- Exceptional writing, editing, and proofreading skills.
- Experience in scheduling travel arrangements for executive management level
- Experience assisting management with the creation of PowerPoint presentations
- Must be extremely articulate and poised on the telephone
- Strong Computer skills & tech savvy - Deep understanding & knowledge of MS Office, including Word, Excel, PowerPoint, Outlook, and Internet Tools.
- Experience of successfully creating and/or modifying processes.
- Basic accounting skills including ability to prepare and review budget.
- Ability to travel and be available outside of core office hours when required.
- Attentive and detail-oriented self-starter with prior experience in financial services industry or with technology team.
- Someone who exhibits sound judgement with the ability to prioritize and make decisions.
- Energetic and eager to tackle new projects and ideas.
- Comfortable interacting with high level e

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