Executive Support Specialist

1 day ago

Mumbai, Maharashtra, India beBeeAdministrative Full time ₹ 8,00,000 - ₹ 12,00,000

Job Summary:

We are seeking a highly organized and proactive Executive Support Specialist to support executive-level operations efficiently.

The ideal candidate will manage administrative, business, and personal tasks, ensuring smooth workflow and seamless coordination across teams, suppliers, and stakeholders.

This role requires strong problem-solving abilities, discretion, and a keen eye for detail.

Main Responsibilities:

  • Handle all new supplier communication and product onboarding processes.
  • Assign, coordinate, and update task lists with internal and external teams to ensure timely execution.
  • Conduct business inquiries, surveys, market research, and data collection for strategic decision-making.
  • Prepare, manage, and organize databases, filing systems, and records for easy retrieval and reference.
  • Draft and maintain costing sheets, reports, SOPs, presentations, and official correspondence.

Customer & Stakeholder Management:

  • Act as a first point of contact for callers, responding to emails and phone calls, forwarding messages, or flagging critical issues for the Director's attention.
  • Handle customer complaints and grievances, ensuring prompt resolution and customer satisfaction.
  • Assist in managing key business relationships, including vendors, clients, and regulatory authorities.

Logistics & Travel Coordination:

  • Manage shipments, travel arrangements, transport, and accommodation for the Director and relevant stakeholders.
  • Organize meetings, conferences, and events, ensuring seamless execution.
  • Maintain and update the Director's calendar, appointments, and meeting schedules while managing access effectively.

Administrative & Strategic Support:

  • Implement and maintain administrative procedures and operational systems for efficiency.
  • Monitor deadlines, follow up on pending tasks, and ensure seamless execution of priority assignments.
  • Assist with financial tasks such as budget tracking, vendor payments, invoice management, and liaising with accountants for tax-related activities.

Personal Assistance & Miscellaneous Tasks:

  • Handle property management, home fixtures & supplies, personal appointments, quotation requests and other ad-hoc personal tasks as assigned by the Director.

Required Skills & Competencies:

  • Discretion and Trustworthiness: Ability to handle confidential and sensitive information with integrity.
  • Problem-Solving & Initiative: Independently figure out and execute new and complex tasks efficiently.
  • Communication Skills: Strong verbal and written communication for interacting with stakeholders at all levels.
  • Organizational & Multitasking Ability: Exceptional ability to manage multiple priorities, deadlines, and projects.
  • Excel Proficiency: Advanced skills in Microsoft Excel, including data analysis, pivot tables, and reports.
  • Negotiation & Vendor Management: Expert negotiator with the ability to drive cost savings and favorable business deals.
  • Flexibility & Adaptability: Ability to work in a fast-paced environment with shifting priorities.
  • Tact & Diplomacy: Professionalism in handling sensitive discussions and high-profile stakeholders.
  • Tech-Savvy: Proficiency in standard software packages (MS Office, Power Point, Zoho, Google Suite, etc.) and the ability to learn company-specific tools.

Preferred Qualifications & Experience:

  • Bachelor's degree in Business Administration, Management, or a related field (preferred).
  • 2-5 years of experience in a similar executive or personal assistant role.
  • Prior experience working with e-commerce & retail is a plus.

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