Executive Assistant

4 weeks ago

Noida, Uttar Pradesh, India Talent Corner HR Full time

Job Overview:
We are seeking a highly organized and proactive Executive Assistant to provide high-level administrative support to senior executives. The ideal candidate will have a background in handling office staff, strong technical knowledge, and expertise in managing emails and Excel-based tasks. This role requires a professional with excellent communication, multitasking abilities, and an eye for detail to ensure smooth day-to-day operations.

Key Responsibilities:

  1. Email and Correspondence Management: Monitor and manage executives' emails, respond to correspondence on their behalf, and prioritize important communication. Draft, format, and send emails, memos, and other communications as needed. Ensure timely follow-up on emails requiring responses or action items.
  2. Calendar and Meeting Coordination: Organize and manage executive calendars, schedule appointments, and coordinate meetings. Ensure that meetings are properly set up with the necessary documents, presentations, and technical support. Assist in preparing agendas, taking minutes, and following up on action items post-meeting.
  3. Office and Staff Coordination: Assist in overseeing day-to-day operations of office staff and provide administrative support as needed. Liaise with office personnel to ensure smooth workflow and communication between teams. Manage office supplies and coordinate with vendors for equipment and service needs.
  4. Technical and IT Assistance: Support executives with technical tasks such as setting up software, managing IT, troubleshooting, and working with IT support teams. Familiarity with common technical tools and platforms (Microsoft Office Suite, Email client, etc.). Assist in the preparation of technical documents or presentations if required.
  5. Excel and Data Management: Create, maintain, and update spreadsheets using advanced Excel functions (e.g., pivot tables, VLOOKUP, data analysis). Prepare detailed reports, charts, and graphs to assist executives in data-driven decision-making. Perform data entry and ensure accuracy in all reports and data handling.
  6. Project Assistance: Assist executives in managing and tracking project milestones, deliverables, and deadlines. Coordinate with various teams to gather information, prepare reports, and ensure that projects are running on time.
  7. Documentation and Filing: Maintain organized filing systems for both physical and digital documents. Prepare and archive important company documents, including contracts, reports, and presentations.
  8. Confidentiality and Professionalism: Handle sensitive and confidential information with discretion and professionalism. Act as a trusted liaison between the executive and both internal and external stakeholders.

Qualifications:

  • Education: Bachelor's degree in Business Administration, Information Technology, or a related field preferred.
  • Experience: At least 3-5 years of experience in an administrative or executive assistant role, ideally in a technical or IT environment.
  • Technical Skills: Proficiency in Microsoft Office Suite (Excel, Word, PowerPoint, Outlook) is essential. Advanced Excel skills, including the ability to create pivot tables, VLOOKUP, and data analysis. Familiarity with IT terminology and tools is a plus.
  • Communication Skills: Excellent written and verbal communication abilities.
  • Organizational Skills: Strong multitasking, time management, and organizational capabilities.
  • Problem-Solving Skills: Ability to handle technical issues and provide basic IT support or coordinate with IT staff.

Benefits: Competitive salary and benefits package. Opportunity to work in a dynamic and growing industry. Professional growth and development opportunities.

This role is ideal for someone transitioning from an office staff role with technical knowledge and email management experience into a more executive-focused position. The candidate will leverage their administrative expertise and technical skills to provide high-level support to senior executives.

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