High-Level Administrative Coordinator

20 hours ago


Mumbai, Maharashtra, India Cloud Counselage Pvt Ltd Full time

Cloud Counselage Pvt Ltd is a technology-driven, product-based luxury interior designing start-up.

About the Role

We are seeking an experienced Executive Assistant to join our team. The successful candidate will have a proven record of more than 5 years' work experience as an Executive Assistant to a CXO/Founder.

The ideal candidate will be someone who maintains discretion and confidentiality for all matters relating to the founder, with excellent communication skills and organizational abilities.

They should be familiar with office gadgets and scheduling applications (e.g., e-calendars, Outlook, and print machines).

The role requires someone who can stay in Mumbai, currently serving a notice period or willing to join within 15 days.

Key Responsibilities:

  • Supervise the office boy, housekeeping staff, and security to efficiently manage the Founder's calendar, scheduling appointments, meetings, and other events.
  • Book travel and accommodation arrangements for the founder for all his trips and for any employees who are travelling for official purposes.
  • Coordinate with internal and external stakeholders to ensure timely and seamless scheduling while prioritizing urgent and important tasks.
  • Draft correspondence, presentations, and reports to be sent on behalf of and signed by the Founder.
  • Handle the Founder's payments, bank transactions, credit card payments, and updations, and related procedures, ensuring all financial processes are accurately executed with the necessary approvals.
  • Manage all relevant documents related to banks, government agencies, and internal and external partners, ensuring accuracy, organization, and timely retrieval of documents as required.
  • Monitor and renew all necessary memberships, such as club and hotel memberships, ensuring they are updated as needed.
  • Assess and onboard new vendors based on their efficiency and quality standards for all official tasks along with Admin.
  • Develop a fair understanding of the Founder's day-to-day requirements, as well as their family business, and proactively plan and execute tasks to meet those needs.
  • Remind the Founder of upcoming urgent and important meetings and tasks, on a daily basis, and continuously coordinate with stakeholders to ensure the timely completion of tasks.
  • Perform tasks that will free up the Founder's time, such as ordering books, returning materials, sending festive gifts and greetings to stakeholders for Diwali.
  • Other duties, consistent with skills and experience, as directed by the Founder.
Benefits

The successful candidate can expect a competitive salary package, including:

  • Best-in-class packages
  • 21 paid holidays and 15 public holidays
  • Insurance
  • Tech tools/assets
Requirements

To be considered for this role, you must have:

  • Excellent MS Office knowledge
  • Excellent communication skills - written and verbal
  • Excellent organizational and interpersonal skills
  • Proactive and multitasking skills

Eligibility Criteria: Proven record of more than 5 years of work experience being EA to a CXO/Founder Job Location: Kanjurmarg/Marine Drive, Mumbai WFO 6 days/week



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