Executive Assistant

2 weeks ago

Mumbai, Maharashtra, India D Tech Management Resource Full time
Job Description

- Key Responsibilities:
- Calendar & Schedule Management:
- Manage and organize executive calendars, schedule meetings, appointments, and travel arrangements efficiently.
- Ensure all appointments are appropriately prioritized and executives are prepared for meetings.
- Meeting & Event Coordination:
- Coordinate internal and external meetings, conferences, and events.
- Arrange meeting logistics, ensure venues are booked, and required resources are available (e.g., equipment, refreshments).
- Set up conference calls and video conferences, ensuring smooth execution.
- Point of Contact:
- Act as the point of contact between executives, clients, and internal teams, ensuring clear and timely communication.
- Handle phone calls, emails, and other forms of communication efficiently.
- Meeting Support:
- Prepare meeting agendas, take minutes, and follow up on action items to ensure timely completion.
- Ensure all meeting materials are prepared in advance, including presentations and reports.
- Expense & Invoice Management:
- Support executives with expense reports, timesheets, and invoice tracking.
- Ensure all financial documentation is submitted on time and accurately processed.
- Document Management:
- Organize and maintain emails, reports, and documentation for easy access and retrieval.
- Ensure all key documents, reports, and records are maintained in an orderly fashion.
- Assist in the preparation of presentations and business reports as needed.
- Cross-Department Coordination:
- Coordinate with the HR department and other internal teams to ensure smooth operations.
- Support the executive team with any additional tasks or projects as required.
- Travel Coordination:
- Organize and manage travel arrangements for executives, including flight bookings, accommodation, transportation, and itineraries.
- Ensure executives have all necessary information and resources for travel.
- Additional Administrative Support:
- Perform general office duties, such as filing, ordering supplies, and managing executive documentation.
- Handle confidential information with discretion and professionalism.

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