Administration Assistant

Executive Support Manage CEO s Calendar Organize prioritize and manage the CEO s daily schedule ensuring that meetings and appointments are effectively coordinated Time Management Anticipate the CEO s needs and proactively manage their time ensuring they can focus on high-priority tasks Communication Management Filter and manage incoming communications emails phone calls etc responding on behalf of the CEO when appropriate and ensuring efficient communication flow Meeting Preparation Organize and prepare materials for internal and external meetings including agendas presentations and notes Client Stakeholder Liaison Serve as the first point of contact for key stakeholders clients and business partners Maintain relationships with existing clients and ensure prompt and professional responses to their needs Coordinate with key vendors suppliers and partners ensuring the CEO stays informed of ongoing projects and business dealings Draft and manage correspondence with external parties ensuring a high level of professionalism and accuracy Travel Event Coordination Organize complex travel arrangements for the CEO including flights accommodations ground transportation and itineraries Coordinate logistics for business trips conferences trade shows and client meetings Organize and manage company events product launches or business development workshops ensuring seamless execution Project Management Reporting Assist the CEO with managing key projects ensuring deadlines are met resources are allocated and progress is tracked Prepare regular reports presentations and analysis for senior leadership meetings summarizing progress on company initiatives Track key business metrics and projects to ensure alignment with strategic objectives Document Data Management Organize and maintain both digital and physical files ensuring information is up-to-date and easily accessible Prepare review and proofread reports presentations and other documents to ensure clarity accuracy and professionalism Maintain the CEO s filing system ensuring proper record-keeping and confidentiality Team Support Act as a bridge between the CEO and internal teams facilitating communication and ensuring smooth operations Support the CEO with employee communication ensuring messages are clear timely and aligned with company values Help manage internal operations including scheduling cross-departmental meetings preparing agendas and following up on action items Confidentiality Professionalism Handle sensitive information with a high level of confidentiality and professionalism Ensure discretion in all interactions and document management representing the CEO and the company in a professional manner at all times Additional Responsibilities Provide assistance with ad-hoc projects tasks or initiatives as needed Attend leadership meetings take meeting minutes and ensure follow-ups on action items Assist in the preparation of executive presentations reports and strategic planning documents Required Skills Qualifications Education Bachelor s degree in Business Administration Management or a related field preferred Experience Minimum of 2 years of experience in an executive assistant role preferably in a manufacturing or industrial setting Technical Proficiency Familiarity with office software Microsoft Office Google Workspace ERP systems and CRM tools Knowledge of project management tools like Asana or Trello is a plus Communication Skills Excellent written and verbal communication skills in English and Hindi or local language with the ability to represent the CEO professionally and effectively Organizational Skills Strong attention to detail exceptional organizational skills and the ability to manage multiple priorities in a fast-paced environment Problem-Solving Strong analytical skills and the ability to anticipate challenges and proactively address them Confidentiality Ability to handle sensitive information with discretion and maintain confidentiality at all times Tech-Savvy Comfort with using a variety of software tools and quick to learn new platforms Work Ethic Self-motivated able to work independently and possess a high degree of initiative Desired Qualities Adaptability Comfortable in a dynamic and evolving work environment Team Player Ability to work seamlessly with the leadership team and across departments Time Management Excellent at prioritizing tasks and managing time effectively Customer-Centric Strong customer focus with the ability to build and maintain professional relationships Proactive A go-getter who can anticipate the needs of the CEO and the business Why Work at Haploos Plyboards Pvt Ltd Work with Industry Leaders Support a visionary CEO and contribute to the growth of a leading company in the plyboard manufacturing sector Growth Opportunities This position offers significant exposure to the core operations of a rapidly growing company with ample opportunities for learning and development Impactful Role Play an essential role in shaping the strategic direction and day-to-day operations of a fast-paced company Collaborative Environment Join a passionate team committed to excellence innovation and sustainability in every aspect of business Job Type Full-time Pay 25 000 00 - 35 000 00 per month Work Location In person Application Deadline 28 09 2025 Expected Start Date 02 10 2025