Administrative Assistant

16 hours ago


west bengal, India PROVEN Full time

Job Role: Administrative Operations Assistant to the CEO
Location: Kharagpur, West Bengal
Experience: 3-5 years
Notice Period: 30 Days

Duties & Responsibilities:
Job Summary:
The Administrative Operations Assistant to the CEO will provide robust administrative support, focusing on optimizing the efficiency and effectiveness of the CEO's office. This role emphasizes global asset management, online shopping experience integration, and the use of AI to develop new administrative tools and vendor relationships. The ideal candidate will be tech-savvy, detail-oriented, and possess a high level of energy and memory capacity to manage the dynamic demands of the CEO's operations, including personal asset monitoring, personal insurance management, and procurement.
Key Responsibilities:
Administrative Operations:
Streamline and manage all administrative processes within the CEO’s office.
Oversee the integration of global assets into the administrative workflow.
Manage and optimize online shopping experiences for office supplies and other needs.
Utilize AI and other advanced tools to enhance administrative operations and vendor management.
Personal Asset Monitoring:
Track and manage the CEO’s personal assets, ensuring accurate records and timely
updates.
Coordinate with financial advisors and asset managers to maintain up-to-date asset
information.
Personal Insurance Management:
Oversee the management of the CEO’s personal insurance policies, including health, life,
and property insurance.
Ensure timely renewals and compliance with all relevant regulations.
CEO Procurement:
Handle procurement activities for the CEO’s personal and office needs.
Source and negotiate with vendors to secure the best terms and quality of goods and
services.
Vendor and Tool Development:
Identify and establish relationships with new administrative vendors.
Leverage AI to assess and implement the latest administrative tools and software.
Maintain a high standard of vendor performance and reliability.
Project Management:
Lead and manage special projects aimed at improving office efficiency.
Develop and maintain a database of high-priority tasks and projects.
Prepare detailed reports and presentations on project status and outcomes.
Data Management:
Ensure accurate and secure handling of sensitive and high-volume information.
Develop and maintain comprehensive filing and data retrieval systems.
Oversee the use of high-memory systems to manage large datasets effectively.
Operational Efficiency:
Continuously evaluate and improve administrative processes to ensure peak efficiency.
Implement best practices for administrative operations across the CEO’s office.
Support the CEO in decision-making by providing critical operational insights.
Global Health Expert Contacts:
Establish and maintain contacts with global health experts to ensure access to top-tier
medical advice and services.
Coordinate health-related appointments and consultations for the CEO.
Education:
Bachelor’s or master’s Degree.

Requirements:
Minimum of 3-5 years of experience in a high-level administrative or operational role.
Proven experience in managing global assets, online shopping platforms, and
procurement.
Familiarity with Chat GPT & other AI applications in administrative functions.

Preferred Qualifications:
Strong analytical and problem-solving abilities.
Advanced proficiency in AI tools, administrative software, and high-memory systems.
Excellent organizational and project management skills.
High level of energy and ability to handle multiple high-priority tasks simultaneously.
Strong written and verbal communication skills.



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