Executive Assistant

2 days ago

gurgaon, India Innovist Full time

Job Title: Executive Assistant
Location: Corporate Office Gurgaon
Experience: 4-5 Years

Job Summary:
The Executive Assistant will provide high-level administrative support to senior executives, managing their schedules, communications, and various day-to-day activities. This role requires a proactive, highly organized individual with excellent time management skills, discretion, and the ability to handle confidential information.

Key Responsibilities:

Calendar & Schedule Management:
Manage and maintain the calendar, scheduling meetings, conferences, and appointments efficiently.
Coordinate and prioritize the executive’s daily schedule, ensuring that they are prepared for all meetings and engagements.
Handle any last-minute scheduling changes and resolve conflicts.
Taking MOM.

Travel & Logistics Coordination:
Arrange detailed travel plans, including flights, accommodations, transportation, and itineraries, both domestically and internationally.
Ensure all travel logistics are smoothly handled, including visa arrangements and travel reimbursements.
Prepare detailed itineraries for business trips.
Visa Processing.

Communication & Correspondence:
Screen and manage incoming emails, phone calls, and other correspondence, filtering those that require immediate attention and those that can be delegated.
Draft, proofread, and edit communications, reports, presentations, and other documents as required by the executive.
Communicate on behalf of the executive with internal and external stakeholders.

Meeting Coordination & Preparation:
Organize and coordinate meetings, including agenda preparation, document gathering, and distribution.
Attend meetings as requested to take detailed notes and follow up on action items.
Manage executive’s participation in conferences, events, and webinars.

Document Management & Filing:
Organize and maintain the executive’s files, documents, and records (both physical and digital) in a structured and secure manner.
Ensure that all necessary documents and presentations are prepared and available for meetings or events.

Stakeholder Relations & Liaison:
Act as a point of contact between the executive and other internal departments or external partners.
Maintain strong relationships with stakeholders, responding promptly to their queries or requests.
Represent the executive in a professional manner in all interactions.

Administrative Support:
Handle expense reports, budget tracking, and financial documentation on behalf of the executive.
Monitor and maintain office supplies for the executive’s workspace.
Assist with organizing executive-level events, workshops, and team meetings.

Required Skills & Qualifications:
Proven experience as an Executive Assistant or in a similar administrative role (4-5 years of experience preferred).
Strong organizational, time management, and multitasking abilities.
Excellent communication skills, both verbal and written.
Proficiency in Microsoft Office Suite (Word, Excel, PowerPoint, Outlook) and calendar management tools (e.g., Google Calendar, Outlook).
Ability to handle confidential information with discretion and integrity.
Strong attention to detail and problem-solving skills.
Experience in handling travel arrangements and preparing executive-level presentations.

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