Executive Assistant

Job Description: Executive Assistant to the Founder of Consulting Firm

Empowering Leadership through Strategic Support

Position Overview

The Executive Assistant to the Founder of a consulting firm is a pivotal role dedicated to supporting the firm's visionary leader in all aspects of daily operations, strategy execution, and personal organization. This professional serves as the right hand to the Founder, orchestrating schedules, managing communications, and facilitating seamless workflow across the organization. The Executive Assistant's contributions are key to enabling the Founder to focus on high-level decision-making, client relations, and strategic initiatives that propel the firm's growth.

Key Responsibilities

·      Calendar and Schedule Management: Proactively manage the Founder's calendar, scheduling meetings, calls, conferences, and travel with careful prioritization. Anticipate conflicts, ensure adequate preparation time, and facilitate adjustments.

·      Email & Communication: Monitor incoming communications. Draft, proofread, and send emails on behalf of the Founder, with clarity, professionalism, and promptness.

·      Meeting Coordination and Documentation: Organize meetings, including logistics, agendas, and participant communications. Attend meetings as required, take detailed minutes, and ensure timely follow-up on action items.

·      Travel Arrangements: Plan travel itineraries, including domestic and international trips. Handle bookings, visas, transportation, accommodation, and expense tracking.

·      Client Relations and Support: Primary contact for high-profile clients. Maintain client records, and support client engagement to uphold the firm's reputation for excellence.

·      Document Preparation and Management: Create, edit, and manage presentations, reports, and proposals. Maintain digital filing systems for easy retrieval and compliance.

·      Project Coordination: Overseeing strategic projects, tracking progress, gathering deliverables. Provide analytical support and prepare status updates for stakeholders.

·      Confidentiality and Discretion: Handle information with integrity and discretion. Uphold ethical standards & maintain confidentiality regarding all business & personal matters.

·      Personal Assistance: Support the Founder in personal matters as required, including appointments, reservations, family events, and vendor relations, maintaining a seamless blend of professional and personal support.

·      Office Management and Team Liaison: Coordinate with administrative staff, vendors, and contractors to ensure smooth office operations.

·      Expense and Budget Tracking: Monitor expenses, process reimbursements, and assist in budgeting for the Founder's discretionary funds and project spending.

·      Research and Information Gathering: Conduct research on market trends, client backgrounds, & potential business opportunities. Summarize findings.

Qualifications and Experience

·      Education: Bachelor's degree in business administration, or a related field preferred.

·      Experience: Graduate Freshers who have an ambition to MBA are welcome to apply.

·      Technical Proficiency: Strong command of office productivity software (Microsoft Office Suite, Google Workspace), virtual meeting platforms & social media.

·      Communication Skills: Exceptional written & verbal communication skills, with an ability to interact effectively with clients, senior leaders, and external partners.

·      Organizational Skills: Attention to detail, and capacity to handle multiple tasks

·      Discretion and Professionalism: Impeccable judgment, reliability, and confidentiality.

·      Adaptability: Anticipate needs, solve problems proactively & respond quickly.

·      Relationship Management: Skilled in building rapport, fostering trust, and navigating complex stakeholder relationships.

·      Time Management: Ability to meet deadlines & manage competing demands efficiently.

Key Competencies

·      Proactive Mindset: Initiative to address problems & identify improvement opportunities.

·      Strategic Thinking: Understand vision & align daily activities with business objectives.

·      Attention to Detail: Meticulous in managing documents, schedules, & communications.

·      Emotional Intelligence: Adept at handling delicate situations with tact.

·      Resourceful: Creative solutions & leverages resources to achieve desired outcomes.

·      Customer Service Orientation: High-quality service to stakeholders.

·      Learning Agility: Eager to acquire new skills and adapt to industry trends.

Working Conditions

·      Primarily work from home, with 1-2 days of weekly office work & 1-2 of monthly travel.

·      May require occasional travel for meetings, events, or support during business trips.

·      Standard business hours with flexibility.

Reporting Structure

The Executive Assistant reports directly to the Founder. The role may involve collaboration with other members of the project team and external partners.

Performance Measures

·      Efficiency and accuracy in calendar and communications management

·      Timeliness and quality of deliverables (meeting minutes, reports, presentations)

·      Responsiveness to client and stakeholder requests

·      Confidentiality and professionalism in all interactions

·      Contribution to project coordination and strategic initiatives

Career Development Opportunities

The Executive Assistant position offers robust exposure to leadership, strategy, and operations within the consulting industry. Successful candidates may pursue future growth into senior administrative, project management, consulting or operations roles.

Fresh BBA candidates who want to do MBA in next few years can gain considerable business & consulting expertise in the role.

Application Process

Interested candidates should submit a resume, cover letter detailing relevant experience, and references. Shortlisted applicants may be invited to participate in interviews and skills assessments.

About the Consulting Firm

UPC is a boutique consulting firm founded to deliver sustainable advantage to clients in the space of Supply-chain, Procurement, Commodities, IT & Digital, Sustainability & Social Responsibility. Founded on principles of integrity, innovation, and client-centricity, our consulting firm delivers tailored solutions to organizations seeking transformative change & sustainable long-term advantage. The Founder is a recognized leader in the field, known for their strategic vision and commitment to excellence.

Conclusion

As the Executive Assistant to the Founder, you will be instrumental in enabling the organization's success and driving its mission forward. This is a unique opportunity for a dynamic, resourceful professional to thrive in an environment where initiative is valued and every day brings new challenges and rewards.

Salary Package

Rs 5 lakhs per annum CTC.

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