Executive Support Specialist

3 weeks ago

Mumbai, Maharashtra, India Sayaji Realty Full time
Job Summary:

We are seeking a highly skilled and organized Executive Assistant to provide exceptional support to our executives. The ideal candidate will have a strong background in administrative support, excellent communication skills, and the ability to work effectively in a fast-paced environment.

Key Responsibilities:
  • Schedule Management: Manage and coordinate the executives' calendar, including scheduling meetings, appointments, and travel arrangements.
  • Communication and Liaison: Act as a liaison between the executive and internal/external stakeholders, fostering strong professional relationships.
  • Documentation and Reporting: Prepare minutes of meetings (MoM) and other documentation as needed, ensuring accuracy and attention to detail.
  • Meeting Coordination: Facilitate meetings and coordinate logistics, including agenda preparation, room setup, and technology requirements.
  • Anticipatory Support: Anticipate the executive's needs and proactively handle requests and inquiries, demonstrating exceptional time management skills.
  • Confidentiality: Handle sensitive and confidential information with discretion and professionalism.
  • Research and Reporting: Conduct research and prepare reports or presentations for the executive, contributing to informed decision-making.
  • Communication Management: Organize and prioritize incoming communications, including emails, phone calls, and correspondence, to ensure efficient response and follow-up.
  • Special Projects: Coordinate special projects and initiatives as assigned, collaborating with various teams and departments.
  • Workflow Management: Support the executive in managing workflows, tracking action items, and monitoring deadlines to ensure timely completion of tasks.
  • Event Planning: Participate in planning and organizing corporate events, conferences, and off-site meetings.
  • Mentorship and Training: Serve as a source of knowledge and support for other administrative staff, providing guidance and mentorship.
  • Process Improvement: Contribute to process improvements and operational efficiency through proactive problem-solving and innovation.
  • Ad-Hoc Tasks: Handle ad-hoc administrative and operational tasks as needed, demonstrating flexibility and adaptability.
Required Qualifications:
  • Education: Bachelor's degree in Business Administration, Management, or a related field.
  • Experience: Proven experience in an executive support role, preferably supporting C-suite executives, directors, or founders.
  • Communication Skills: Demonstrated expertise in communication with internal and external stakeholders.
  • Time Management: Exceptional time management skills with the ability to prioritize and juggle multiple tasks simultaneously.
  • Documentation Skills: Proficiency in preparing minutes of meetings (MoM) and other executive-level documentation.
  • Facilitation Skills: Strong facilitation skills with the ability to lead and coordinate effective meetings and events.
  • Technical Skills: Advanced proficiency in office productivity tools, including Microsoft Office suite and calendar management software.
  • Communication Skills: Excellent verbal and written communication skills with a keen eye for detail and accuracy.
  • Discretion: High level of discretion and ability to handle confidential information appropriately.
  • Adaptability: Ability to adapt to changing priorities and work effectively in a fast-paced dynamic environment.
  • Organizational Skills: Strong organizational and problem-solving abilities with a focus on delivering high-quality results.
  • Proactivity: Proactive attitude and self-motivation with a strong sense of ownership and accountability.
  • Collaboration: Ability to work collaboratively with diverse teams and demonstrate exceptional interpersonal skills.
  • Flexibility: Flexibility to work outside of standard business hours when necessary to support executive needs.
  • Mentorship: Experience in leading or mentoring other administrative staff is an advantage.

To apply, please share your CV with us.

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