High-Profile Office Coordinator

3 days ago

Hyderabad, Telangana, India Celes'tile: the Home & Bath Boutique Full time

About Us: At Celestile, a leading luxury home decor and interior design company, we are dedicated to delivering exceptional products and services that elevate our brand.

We are seeking an experienced Executive Assistant to provide high-level administrative support to our Managing Director (MD). This is a senior-level, full-time position based in Hyderabad. The ideal candidate will bring 5 to 10 years of relevant experience, excelling in optimizing the MD's productivity and ensuring seamless operations through efficient management of tasks, communications, and schedules.

The Role

  • Provide high-level administrative support to the Director, including managing calendars, scheduling client meetings, and handling correspondence.
  • Prepare reports, presentations, product catalogs, and other documents as required by the Director.
  • Act as a liaison between the Director and showroom staff, clients, suppliers, and external partners.
  • Assist in organizing showroom events, exhibitions, and promotional activities, ensuring seamless coordination.
  • Handle confidential information, maintaining proper documentation and filing systems for project details, client information, and vendor contracts.
  • Coordinate travel arrangements, accommodations, and itineraries for the Director's business trips, including visits to design expos or vendor meetings.
  • Manage communication and follow up on assigned tasks, ensuring deadlines related to projects, client orders, and business operations are met.
  • Support special projects and initiatives, such as new store openings or product launches, as directed by the Director.
  • Manage the MD's calendar, scheduling meetings, appointments, and events while ensuring optimal time management.
  • Arrange travel plans and itineraries for the MD, including booking flights, hotels, and ground transportation.
  • Facilitate meetings by preparing agendas, taking minutes, and ensuring follow-up on key action items.
  • Communicate on behalf of the MD with internal and external stakeholders, maintaining professionalism and clarity.
  • Perform general administrative duties such as drafting correspondence, managing phone calls, and organizing documents.
  • Conduct research and compile data to generate detailed reports for the MD's review.
  • Assist in managing special projects as assigned by the MD.
  • Ensure confidentiality of sensitive information and maintain a high level of discretion at all times.

Ideal Profile

Qualifications:

  • Bachelor's degree in Business Administration or a related field (preferred).
  • Proven experience as an Executive Assistant or in a similar administrative role (minimum 3 years), preferably in the retail or interior design industry.
  • Strong communication and organizational skills.
  • Proficiency in MS Office (Word, Excel, PowerPoint, Outlook) and design tools familiarity is a plus.
  • Ability to multitask and prioritize tasks effectively in a fast-paced retail environment.
  • Attention to detail and strong problem-solving skills.
  • Professional discretion and ability to handle confidential information.

Key Skills

  • Extensive experience in calendar management, ensuring effective scheduling and minimizing conflicts.
  • Proficiency in making detailed travel arrangements, including booking flights, accommodations, and transportation.
  • Excellent communication skills—both written and verbal—to interact efficiently with internal and external stakeholders.
  • Skilled in meeting coordination, including preparing agendas, documenting minutes, and ensuring follow-up on action items.
  • Strong problem-solving abilities to handle unexpected challenges swiftly and efficiently.
  • Exceptional organizational skills to manage multiple tasks and prioritize workload effectively.
  • Keen attention to detail to ensure accuracy in all administrative tasks.
  • High degree of confidentiality and discretion in handling sensitive information.

What We Offer

  • A competitive salary range of ₹50,000 - ₹80,000 per month.
  • Opportunities for career growth & development.
  • Role involving team management opportunities.

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