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Administrative Assistant to Managing Director
2 weeks ago
As a key member of our team at Navrasa Fine Jewels Pvt. Ltd., the Executive Assistant to the Managing Director will provide high-level administrative support, ensuring seamless day-to-day operations, managing the MD's schedule, coordinating communication across the company, and supporting strategic initiatives.
About the Role:
The ideal candidate will be proactive, detail-oriented, and capable of handling multiple tasks with a high degree of professionalism in a fast-paced jewellery manufacturing environment.
This role requires someone who is able to multitask, prioritise, and manage time effectively, while maintaining a high level of discretion and confidentiality.
Responsibilities:
Administrative Support:
Manage the MD's calendar, schedule meetings, and prioritise appointments to optimise time management.
Draft, proofread, and prepare correspondence (emails, letters, reports, etc.) on behalf of the MD.
Organise and coordinate meetings, conferences, and travel arrangements, ensuring all logistics are in place.
Act as a liaison between the MD and senior management team, facilitating communication and ensuring the MD is kept informed on key matters.
Office Management:
Maintain office supplies and equipment for the MD's office.
Organise and maintain filing systems, both physical and electronic, ensuring documents are easily accessible.
Coordinate with other departments (Sales, Production, Marketing, etc.) to ensure the smooth flow of work.
Communication and Coordination:
Handle confidential and sensitive information with discretion and professionalism.
Answer and direct phone calls, emails, and other forms of communication on behalf of the MD.
Prepare meeting agendas, attend meetings, take minutes, and follow up on action items.
Serve as the point of contact for internal and external stakeholders, clients, and vendors.
Project Management:
Support in managing and tracking the progress of special projects and initiatives led by the MD.
Collaborate with team members from various departments to ensure timely completion of projects.
Assist in creating reports and presentations for meetings, board discussions, and strategic reviews.
Event and Travel Coordination:
Organise and oversee company events, meetings, and visits from key clients or suppliers.
Make travel arrangements for the MD, including flights, accommodations, transportation, and itineraries, ensuring all details are handled efficiently.
Financial Administration:
Assist the MD with budgeting and financial tracking for specific projects or departments as needed.
Manage expense reports and other financial documentation for the MD's office.
Key Skills and Qualifications:
Education:
Bachelor's degree in Business Administration, Management, or a related field. Additional certifications in executive assistance or project management are a plus.
Experience:
Minimum of 5 years of experience in an Executive Assistant or Administrative role, preferably within a manufacturing, fashion, or jewellery industry environment.
Required Skills:
Strong organisational skills and attention to detail.
Excellent communication skills, both written and verbal.
Proficiency in Microsoft Office Suite (Word, Excel, PowerPoint, Outlook) with experience in managing spreadsheets, creating reports, and preparing presentations.
Ability to multitask, prioritise, and manage time effectively in a fast-paced environment.
High level of discretion and confidentiality.
Knowledge of the jewellery industry or manufacturing processes is an advantage.
Strong interpersonal skills with the ability to work well with senior leadership and cross-functional teams.
Personal Attributes:
Proactive and able to anticipate the needs of the MD.
Positive attitude, flexible, and adaptable to changing priorities.
Ability to work independently and under minimal supervision.
Strong problem-solving skills and ability to think critically.
Working Conditions:
Full-time position.
