Executive Assistant

Job Description

Job Description: Executive Assistant

Position Overview

We are seeking a proactive and detail-oriented Executive Assistant to provide high-level of administrative support to our Director/ Management. The ideal candidate will play a crucial role in ensuring smooth coordination across departments and office functioning, managing schedules, and driving timely follow-ups on tasks and deliverables. This position requires work from our office and demands strong organizational, communication, and multitasking skills.

Key Responsibilities

- Calendar Management:
- Plan, organize, and manage the Director's schedule.
- Coordinate and schedule meetings, appointments and events with internal teams and external stakeholders.
- Meeting Coordination:
- Prepare detailed meeting agendas and ensure distribution before meetings.
- Record and compile Minutes of Meetings (MOM) with actionable points and deadlines.
- Track and follow up on assigned tasks and deliverables with department heads to ensure timely completion.
- Communication Management:
- Draft, proofread, and manage emails and correspondence on behalf of the Director.
- Handle professional communication with excellent email etiquette and attention to detail.
- Liaison:
- Act as a bridge between the Director and department heads, ensuring effective and clear communication.
- Address routine inquiries and redirect issues to the appropriate department as needed.
- Collaborate with the finance team to ensure timely processing of vendor payments and bill bookings.
- Assist the Recruitment team in scheduling interviews with the Directors for Key positions.
- Work with the sales team to complete vendor registration processes and prepare necessary business documents.
- Support HR in SOP preparations, documentation, and ensuring smooth coordination between departments for new hires.
- Travel Coordination:
- Make travel arrangements as per requirements while ensuring alignment with business and budget guidelines.
- Prepare and share detailed travel itineraries with stakeholders in advance.
- Administrative Support & Document Handling:
- Proactively provide relevant information and data to assist the manager in business presentations and meetings.
- Maintain, organize, and securely handle confidential documents for easy retrieval and compliance.
- Handle confidential information with integrity and discretion.
- Business Document Preparation:
- Draft, review, and proofread business documents such as contract agreements, vendor agreements, and Service Level Agreements etc., to ensure accuracy and compliance.
- Coordinate with relevant stakeholders for approvals and secure storage of finalized documents.
- Prepare necessary documents required for tendering and bidding processes as per requirements.
- Secure and maintain legal and compliance documents to meet regulatory and audit requirements.

Key Qualifications

- Education: MBA/ BBA or any Post Graduation Degree from a recognized institution.
- Experience: Minimum 2+ years of experience as EA or similar role with administrative or secretarial experience, preferably in the IT or tech industry.
- Skills:
- Exceptional written and oral communication skills.
- Strong organizational and multitasking abilities.
- Proficiency in Microsoft Office Suite (Word, Excel, PowerPoint) and calendaring tools.
- Knowledge of professional email etiquette.

Personal Attributes

- High level of professionalism and a positive attitude.
- Ability to work under pressure and meet tight deadlines.
- Self-motivated, resourceful, and detail oriented.

Work Environment

- Full-time, in-office position.
- Collaborative and fast-paced IT infrastructure firm.

Why Join Us

We offer a dynamic work environment with opportunities for growth and skill enhancement. Be part of a forward-thinking organization where your contributions directly impact the success of the business.

Application Process

Interested candidates are invited to submit their updated resumes along with a cover letter explaining their suitability for the role